If you fail to plan, you are planning to fail​!

Blog by Michael Nwadinobi.

Considering all the recent unplanned events such as fires, flooding and disease outbreaks it is more important than ever that organisations have a contingency plan in place in case anything was to disrupt normal working life. It is better to be proactive even if the chances are slim that you will ever need to use these plans.

Organisations use Bacs to process Direct Debits and Direct Credits, so ensuring an organisation’s cash flow is not disrupted is vital for its business continuity. Organisations who are unable to submit their files to Bacs could have a negative impact on normal business operations such as payroll, supplier payments and brand reputation. An example of this would be a charity that loses £100,000 in a month when they are unable to collect their monthly Direct Debit of £10 from 10,000 donors. They will also be unable to make payments by Direct Credit to staff and suppliers which could cause the hold-up of goods and services as well negatively impact the workforce.

Below is a list of points for organisations to consider if things go wrong:

1. Ensure all key staff can work off-site securely if they are not able to come into the office
2. Regularly back up all your data on a secure but accessible cloud-based system
3. Have a robust and reliable contingency plan that you test frequently
4. Ensure you have a minimum of 2 smartcard holders and ensure that smartcards are not left in the offices but kept with the holders. It is also important to have a spare smartcard reader.
5. Have a Direct Debit bureau on standby for contingency processing, as recommended by Bacs for all Service Users. If your Bacs software or smartcards fail then a bureau can still get your files submitted on time. You simply need to link your Service User Number (SUN) to their Bureau Number (BUN).
6. Keep a list of important contact number that are easily accessible. Have an out-of-hours number for your key contacts and ensure they have one for you too. Direct Debit processors will need numbers for your sponsoring bank, Bacs helpdesk, your Bacs software support team and your Bacs approved bureau. Below are some of the main ones you may need:

• Bacs Helpdesk: – 0370 165 0018
• Allied Irish Bank 0160 423 5515 (09:00 – 17:00)
• Bank of England 0207 601 4717 (09:00 – 17:00)
• Bank of Ireland 0870 900 2066
• Barclays 0330 156 0083 (09:00 – 18:00)
• Citi Bank 0207 508 9981 (09:00 – 22:30)
• Yorkshire/Clydesdale 0141 242 3120 (09:00 – 17:00)
• Co-Operative 0344 847 6718 (08:00 – 17:00)
• Coutts & Co 0370 901 5601 (08:00 – 23:00)
• Danske / Northern Bank 0345 603 4615 (09:00 – 17:00) Out of Hours 07767 648 738
• HBOS 0345 266 0085 (08:00 – 18:00)
• HSBC (First Direct) 0345 604 0000 (09:00 – 18:00) 18:00 – Late 0116 281 8545
• Lloyds (& TSB) 0345 982 5325 (08:00 – 18:00)
• Lloyds Link 0870 900 2061 (09:00 – 19:00)
• Nationwide 0179 555388/555400 (09:00 – 17:00)
• NatWest (Ulster & Unity) 0370 240 5544 (08:00 – 23:00)
• RBS 0370 156 6680 (08:00 – 23:00)
• Santander 0151 966 2707 (09:00 – 17:00)
• Clear Direct Debit – 01737 826957

Clear Direct Debit is a Bacs Accredited Trainer provider and a Bacs Approved Bureau. This means we can help in an emergency by giving good advice and they can submit files to Bacs on behalf of an organisation. This is better set up in advance but can also be provided at short notice. Contact us if you have questions on 01737 826957 or by email: info@cleardirectdebit.co.uk.