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NBBC POCA framework _Anti Money Laundering_. - Warwickshire County

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NBBC POCA framework _Anti Money Laundering_. - Warwickshire County Powered By Docstoc
					     Proceeds of Crime (Anti Money Laundering) Framework


                              POLICY STATEMENT

     The Council will do all it can to: -

               prevent, wherever possible, the organisation, its
                employees and Members being exposed to money
                laundering;

               identify the potential areas where money laundering
                may occur and take appropriate action to minimise the
                risk; and

               comply with all legal and regulatory requirements,
                especially with regard to the reporting of actual or
                suspected cases.

     Every employee and Member also has a personal responsibility
     to be vigilant.

What is Money Laundering?

Money laundering is any activity used to conceal or disguise the nature, source,
location, ownership or control of currency or assets. It is most often an attempt to
hide the proceeds of dishonest or criminal activity and to try to give the
impression that the income is from a legitimate source so that it can be used.

It is often associated with large scale crime such as drug trafficking, terrorist
funding and financial crimes involving fraud but the UK legislation also applies to
any level of activity used to conceal the source of income to the benefit the
individual. This can be anything from the proceeds of petty theft or from hiding
income to commit benefit fraud up to larger corporate crimes which can involve
complex and well planned linked transactions.

The Council is at risk of being used in money laundering activity as many of our
activities could appear attractive to someone looking to launder money. For
example we collect many sources of income including rents (housing and
commercial) business rates and council tax. These could be deliberately
overpaid, possibly in cash and then a refund requested which would generate a
cheque from the Council and provide a legitimate source for the income. Other
areas at risk include property deals, either right to buy transactions or larger
regeneration/development schemes, partnerships with private sector firms and
treasury management activities.




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     Proceeds of Crime (Anti Money Laundering) Framework

The UK legislation puts a personal responsibility on all individuals to report
suspicions of money laundering and places criminal sanctions including
imprisonment and fines for failing to do so. This framework aims to provide all
employees and members with a structured, supported process by which they can
raise concerns of money laundering and to provide information on how they
could be affected by the legislation.




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     Proceeds of Crime (Anti Money Laundering) Framework

1    INTRODUCTION

1.1 There have recently been significant changes to the legislation concerning
    money laundering with the introduction of the Proceeds of Crime Act 2002
    (POCA) and the Money Laundering Regulations 2007, which have
    broadened the definition of money laundering and increased the range of
    activities caught by the statutory framework. As a result, the new obligations
    now impact on certain areas of local authority business and require local
    authorities to establish internal procedures to prevent the use of their
    services for money laundering.

SCOPE OF THE FRAMEWORK

1.2 This policy applies to all Members and employees of the Council and aims
    to maintain the high standards of conduct, which currently exist within the
    Council by preventing criminal activity through money laundering. The
    framework sets out the procedures, which must be followed to enable the
    Council to comply with its legal obligations.

1.3 Members and employees have a personal responsibility under POCA,
    therefore, failure to comply with the procedures set out in this framework
    may lead to criminal prosecution. In addition employees may be disciplined
    in accordance with the Council's Disciplinary Procedure. Members could
    also face allegations of breaching their Code of Conduct and be subjected
    to an investigations if they fail to comply with these procedures.




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        Proceeds of Crime (Anti Money Laundering) Framework

WHAT IS MONEY LAUNDERING?

1.4 Money laundering means:
     concealing, disguising, converting, transferring criminal property
      or removing it from the UK (section 327 of POCA) This covers hiding
      an item or its source, removing serial numbers, or changing an item for
      something else. For example, an unexplained large cash payment
      claimed to be from the death of a relative or a lottery win, a person using
      illegally earned money to buy a house or piece of land; or

           entering into or becoming concerned in an arrangement which you
            know or suspect facilitates the acquisition, retention, use or control
            of criminal property by or on behalf of another person (section 328
            of POCA) This is the actual involvement in helping to cover up an act –
            e.g. a Housing Officer becoming suspicious that a tenant on benefits is
            buying valuable items when they are on limited income and failing to
            report this; or

           acquiring, using or possessing criminal property (section 329 of
            POCA) [accepting stolen items knowingly or knowingly taking
            advantage of them or accepting items paid for by the proceeds of
            crime. This could be paying significantly less than the value of an item
            with the suspicion or knowledge that it may be stolen; or

           becoming concerned in an arrangement facilitating concealment,
            removal from the jurisdiction, transfer to nominees or any other
            retention or control of terrorism property (section 18 of the
            Terrorist Act 2000). This is about hiding income or other items which
            are being used to fund or carry out terrorist activities

       These are the primary money laundering offences and are thus prohibited
       activities under POCA.

1.5 There are also two „ third party‟ offences –
     failure to disclose one of the primary offences, and
     „tipping-off‟. Tipping off is where someone informs a person or people
       who are, or are suspected of being, involved in money laundering, in
       such a way as to reduce the likelihood of their being investigated, or
       prejudicing an investigation.

1.6 Criminal Property is defined in Section 340 (3) of POCA as “property” 1 that
    is or represents the person‟s benefit from illegal actions in whole or part and
    the person knows or suspects that it is the proceeds of a criminal act.

1Defined   by Section 340 (9) of POCA - “Property is all property wherever situated and includes-
 (a) money;
 (b) all forms of property, real or personal, heritable or moveable;
 (c) things in action and other intangible or incorporeal property.”


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     Proceeds of Crime (Anti Money Laundering) Framework


1.7 Potentially any employee could be caught by the money laundering
    provisions if he/she knows or suspects money laundering and either
    becomes involved with it in some way and/or does nothing about it. This
    procedure sets out how any concerns should be raised.

1.8 Whilst the risk to the Council of contravening the legislation is low, it is
    extremely important that all employees and Members are familiar with
    their personal legal responsibilities: serious criminal sanctions may be
    imposed for breaches of the legislation.

What Are The Obligations On The Council?

1.9 Organisations conducting “relevant business” must:
     appoint a Money Laundering Reporting Officer (“MLRO”) to receive
       disclosures from employees of money laundering activity (their own or
       anyone else‟s), the nominated Officer for Nuneaton and Bedworth
       Borough Council is the Chief Financial Officer and the deputy is the
       Corporate Services Director;
     implement a procedure to enable the reporting of suspicions of money
       laundering;
     maintain client identification procedures in certain circumstances; and
     maintain records.

1.10 Not all of the Council‟s business is “relevant” for the purposes of the
     legislation: it is mainly the treasury management services, company land
     and property transactions (e.g. land sales and right to buy) and joint
     venture, development and regeneration projects. However, although an
     employee may not work in any of the above areas they may become aware
     of suspicious activities connected to money laundering. Accordingly, the
     safest way to ensure compliance with the law is for all employees to apply
     this guidance to all areas of work undertaken by them.

Record Keeping Procedures

1.11 Each Section of the Council conducting “relevant business” must maintain
     records of:
      client identification evidence obtained (Section 4 sets out these
        requirements); and
      details of all relevant business transactions carried out for clients for at
        least five years.

     This is so that they may be used as evidence in any subsequent criminal
     investigation into money laundering.




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     Proceeds of Crime (Anti Money Laundering) Framework

1.12 The precise nature of the records is not prescribed by law, however, they
     must be capable of providing an audit trail during any subsequent
     investigation, for example distinguishing the client and the relevant
     transaction and recording in what form any funds were received or paid. In
     practice, the Council will be routinely making records of work carried out for
     clients in the course of normal business and these should suffice in this
     regard.




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     Proceeds of Crime (Anti Money Laundering) Framework

DISCLOSURE PROCEDURE

     Reporting to the Money Laundering Reporting Officer (MLRO)

1.13 Where you know or suspect that money laundering activity is taking/has
     taken place, or become concerned that your involvement in a matter may
     amount to a prohibited activity under POCA as defined in paragraph 1.4,
     you must disclose this as soon as practicable to the MLRO. Any delays or
     failure to report may leave you personally liable to prosecution .

1.14 Your disclosure should be made to the MLRO either verbally or by e-mail
     initially. The report must include as much detail as possible, for example: -
      Full details of the people involved (including yourself, if relevant), e.g.
          name, date of birth, address, company names, directorships, phone
          numbers, etc;
      Full details of the nature of your involvement; if you are concerned that
          your involvement in the transaction would amount to a prohibited act
          under sections 327 – 329 of POCA (see section 1.4 above for details),
          then you will need consent from the National Criminal Intelligence
          Service (NCIS), via the MLRO, to take any further part in the transaction.
          You should therefore make it clear as to whether there are any deadlines
          for giving such consent e.g. a completion date or court deadline;
      The type(s) of money laundering activity involved;
      The dates of such activities, including whether the transactions have
          happened, are ongoing or are imminent;
      Where they took place;
      How they were undertaken; and
      The (likely) amount of money/assets involved

     All available information needs to be given to the MLRO to enable him/her
     to make a sound judgement as to whether there are reasonable grounds for
     knowledge or suspicion of money laundering and to enable him/her to
     prepare his report to NCIS, where appropriate.

1.15 Following the initial contact you should promptly complete the “Report to
     Money Laundering Reporting Officer” attached as Appendix 1. You should
     also enclose copies of any relevant supporting documentation.

1.16 Once you have reported the matter to the MLRO you must follow any
     directions he/she may give you. You must NOT make any further
     enquiries into the matter yourself, any necessary investigation will be
     undertaken by NCIS. Simply report your suspicions to the MLRO who will
     refer the matter on to NCIS if appropriate. All employees will be required to
     co-operate with the MLRO and the Police during any subsequent money
     laundering investigation.




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       Proceeds of Crime (Anti Money Laundering) Framework

1.17 Similarly, at no time and under no circumstances should you voice any
     suspicions to the person(s) whom you suspect of money laundering or
     tell them you have reported the transaction, even if the NCIS has given
     consent to a particular transaction proceeding; otherwise you may commit
     a criminal offence of “tipping off” which carries a maximum penalty of
     5 years imprisonment and an unlimited fine.

1.18 Do not make any reference on a client file to a report having been made to
     the MLRO – should the client exercise their right to see the file, under Data
     Protection or Freedom of Information Act, then such a note will obviously tip
     them off to the report having been made and may render you liable to
     prosecution. The MLRO will keep the appropriate records in a confidential
     manner.

Consideration of the disclosure by the Money Laundering Reporting Officer

1.19 Upon receipt of a disclosure report, the MLRO must note the date of receipt,
     acknowledge receipt of it and advise of the timescale within which he/she
     expects to respond to you.

1.20 The MLRO will consider the report and any other available internal
     information he/she thinks relevant e.g.:
         other transaction patterns and volumes;
         the length of any business relationship involved;
         the number of any one-off transactions and linked transactions; and
         any identification evidence held.

       and will then undertake such other reasonable enquiries as he/she thinks
       appropriate in order to ensure that all available information is taken into
       account in deciding whether a report to the NCIS is required.

1.21 Once the MLRO has evaluated the disclosure report and any other relevant
     information, he/she must make a timely determination as to whether:
         there is actual or suspected money laundering taking place; or
         there are reasonable grounds to know or suspect that is the case; and
         whether he/she needs to seek consent from the NCIS for a particular
          transaction to proceed.

1.22       Where the MLRO concludes a referral is needed then he/she must
       disclose the matter as soon as practicable to the NCIS in the prescribed
       manner, unless he/she has a reasonable excuse for non-disclosure, for
       example, if you are a lawyer and you wish to claim legal professional
       privilege for not disclosing the information.




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     Proceeds of Crime (Anti Money Laundering) Framework

3.11 Where the MLRO suspects money laundering but has a reasonable excuse
     for non-disclosure, then he/she must note the report accordingly; he/she can
     then give their consent in writing for any ongoing or imminent transactions to
     proceed. In cases where legal professional privilege may apply, the MLRO
     must liaise with the legal adviser to decide whether there is a reasonable
     excuse for not reporting the matter to the NCIS.

3.12 Where consent is required from the NCIS for a transaction to proceed, then
     the transaction(s) in question must not be undertaken or completed until the
     NCIS has specifically given consent, or there is deemed consent through
     the expiration of the relevant time limits without objection from the NCIS.

3.13 Where the MLRO concludes that there are no reasonable grounds to
     suspect money laundering then he/she shall mark the report accordingly
     and give his consent in writing for any ongoing or imminent transaction(s) to
     proceed.

3.14 All disclosure reports referred to the MLRO and reports made by him to the
     NCIS must be retained by the MLRO in a confidential file for a minimum of
     five years.

1.23 The MLRO commits a criminal offence if he/she knows or suspects
     that another person is engaged in money laundering and does not
     disclose it as soon as practicable to the NCIS.




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     Proceeds of Crime (Anti Money Laundering) Framework

CLIENT IDENTIFICATION PROCEDURE

1.24 Where the Council is carrying out relevant business and:
     a) forms an ongoing business relationship with a client; or
     b) undertakes a one-off transaction involving payment by or to the client of
         15,000 Euro (approximately £10,000) or more; or
     c) undertakes a series of linked one-off transactions involving total payment
         by or to the client(s) of 15,000 Euro or more; or
     d) it is known or suspected that a one-off transaction (or a series of them)
         involves money laundering;
     then this Client Identification Procedure must be followed before any
     business is undertaken for that client. Please note that unlike the
     reporting procedure, the client identification procedure is restricted to
     those operating relevant business, i.e. Financial Services and Legal
     Services and will primarily be in relation to Right to Buy or Land Sales
     or joint ventures involving planning and regeneration etc.

1.25 In the above circumstances, employees must obtain satisfactory evidence of
     the identity of the prospective client as soon as possible after instructions
     are received (unless evidence of the client has already been obtained). This
     applies to existing clients, as well as new ones, but identification evidence is
     not required for matters entered into prior to 1st November 2009. Regular
     monitoring throughout the life of any ongoing arrangement is also needed to
     ensure that the identification information remains up-to-date and the
     section‟s knowledge of the customer remains current.


4.3 The MLRO will maintain a central file of general client identification evidence
    regarding the external organisations to whom Financial Services and Legal
    Services provide professional services. Employees should check with the
    MLRO that the organisation is included in the central file and check the
    precise details contained in relation to that organisation. If the organisation
    is not included in the central file, the following evidence should be obtained:


        Individuals – The proof of identity for an individual should be the best
         available in the circumstances to identify that applicants are who they
         claim to be. They should identify their name, permanent address as well
         as date and place of birth. E.g. passports, driving licence, utility bills etc

        Businesses – check the identity of companies, partnerships and sole
         trader businesses by establishing the identity of the entity itself and then
         the people who are behind it – owners, directors, partners etc. the
         identity of these individuals‟ should be established as outlined above.
         (The Internal Audit Section can provide details of known directors and
         group structures for limited companies by requesting an Experian report)




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      Proceeds of Crime (Anti Money Laundering) Framework

4.4 For external clients, additional evidence of identity will be written instructions
    on the organisation‟s official letterhead at the outset of the matter or an e-
    mail from the organisation.

4.5 Copies of all evidence of identity should be forwarded to the MLRO to be
    held on a central file. In all cases, the evidence should be retained for at
    least five years from the end of the business relationship or transaction(s).

4.6 If satisfactory evidence of identity is not obtained at the outset of the
    matter then the business relationship or one off transaction(s) cannot
    proceed any further.

4.7 This client identification procedure does not apply to transactions with credit
    or financial institutions who are subject to the requirements of the money
    laundering directives or where the customer is a public authority in the
    United Kingdom.




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     Proceeds of Crime (Anti Money Laundering) Framework

CONCLUSION

1.26 The Chief Financial Officer has overall responsibility for this framework and
     he/she will review and update it periodically to ensure that it follows best
     practice and reflects any changes in the legislation.

1.27 The legislative requirements concerning anti-money laundering procedures
     are lengthy and complex. This framework has been written so as to enable
     Members and employees to meet the legal requirements in a way, which is
     proportionate to the risk of contravening the legislation.




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       Proceeds of Crime (Anti Money Laundering) Framework

                                    CONFIDENTIAL
                                                                                    APPENDIX 1

              Report to Money Laundering Reporting Officer

From                                                               Tel

Section

Details of Suspected Offence

Name(s) and address(es) of person(s) involved:
If a company or other body please include details of the nature of their business




Nature, value and timing of activity involved:
Please include full details eg what, when, where, how. Continue on separate page if necessary




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      Proceeds of Crime (Anti Money Laundering) Framework

Nature of suspicions regarding such activity:
Please continue on separate sheet if necessary




Has any investigation been undertaken (as far as you are aware)?
 Yes  No
Please tick relevant box

If yes please include details below




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      Proceeds of Crime (Anti Money Laundering) Framework


Have you discussed your suspicions with anyone else?    Yes  No
Please tick relevant box

If yes please include details below




Have you consulted any supervisory body for guidance (eg Law Society)?
 Yes  No
Please tick relevant box

If yes please include details below




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      Proceeds of Crime (Anti Money Laundering) Framework

Do you feel that you have a reasonable excuse for not disclosing the
 Yes  No
matter to NCIS? (eg are you a lawyer and wish to claim legal priviledge?)
Please tick relevant box

If yes please set-out full details below




Are you involved in a transaction which might be prohibited under
sections 327-329 of the Act which requires appropriate consent from
NCIS? Please tick relevant boxes
 Yes  No
             concealing, disguising, converting, transferring criminal property or removing it
                 from the UK (section 327)
             entering    into or becoming concerned in an arrangement which you know or
                 suspect facilitates the acquisition, retention, use or control of criminal property
                 by or on behalf of another person (section 328);
             acquiring, using or possessing criminal property (section 329);
If yes please include details below




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     Proceeds of Crime (Anti Money Laundering) Framework


Please set out below any other information that you feel is relevant:




Name _________________________________      Title ____________________________


Signed                                             Date


Please do not discuss the content of this report with anyone you believe to
be involved in the suspected money laundering activity described. To do
so may constitute a tipping-off offence, which carries a maximum penalty
of 5 years imprisonment.




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     Proceeds of Crime (Anti Money Laundering) Framework


 THE REMAINING PARTS OF THIS FORM ARE FOR COMPLETION BY THE
                            MLRO

Date report received

Date receipt of report acknowledged

Consideration of Disclosure

Action Plan




Outcome of Consideration of Disclosure

Are there reasonable grounds for suspecting money laundering activity?




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     Proceeds of Crime (Anti Money Laundering) Framework


If there are reasonable grounds for suspicion, will a report be made to
NCIS? Please tick relevant box

 Yes  No
If yes, please confirm full date of report to NCIS:
and complete the box below:
Details of liaison with NCIS regarding the report

Notice Period                           to               .

Moratorium period                             to               .




Is consent required from NCIS to any ongoing or imminent transactions
which would otherwise be prohibited acts?
 Yes  No
If yes, please confirm full details in the box below




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     Proceeds of Crime (Anti Money Laundering) Framework

Date consent received from NCIS

Date consent given by you to employee

If there are reasonable grounds to suspect money laundering, but you do
not intend to report the matter to NCIS, please set-out below the reason(s)
for non-disclosure:




Date consent given by you to employee for any prohibited act
transaction to proceed

Other relevant information:




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     Proceeds of Crime (Anti Money Laundering) Framework



Name ___________________________________________________________


Position ________________________________________________________


Signed                                            Date



THIS REPORT TO BE RETAINED BY THE MRLO FOR AT
               LEAST FIVE YEARS




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