CASS 5.5 Segregation and the operation of client money accounts

Unless otherwise stated each of the provisions in CASS 5.5 applies to firms which are acting in accordance with CASS 5.3 (Statutory trust) or CASS 5.4 (Non-statutory trust).

A firm must, except to the extent permitted by CASS 5.5, hold client money separate from the firm's money.

If a firm is liable to pay money to a client, it must as soon as possible, and no later than one business day after the money is due and payable:

1. (1)

   pay it into a client bank account, in accordance with CASS 5.5.5 R; or

2. (2)

   pay it to, or to the order of, the client.

A firm must segregate client money by either:

1. (1)

   paying it as soon as is practicable into a client bank account; or

2. (2)

   paying it out in accordance with CASS 5.5.80 R.

A firm may segregate client money in a different currency from that of receipt. If it does so, the firm must ensure that the amount held is adjusted at intervals of not more than twenty five business days to an amount at least equal to the original currency amount (or the currency in which the firm has its liability to its clients, if different), translated at the previous day's closing spot exchange rate.

A firm must not hold money other than client money in a client bank account unless it is:

1. (1)

   a minimum sum required to open the account, or to keep it open; or

2. (2)

   money temporarily in the account in accordance with CASS 5.5.16 R (Withdrawal of commission and mixed remittance); or

3. (3)

   interest credited to the account which exceeds the amount due to clients as interest and has not yet been withdrawn by the firm.

If it is prudent to do so to ensure that client money is protected (and provided that doing so would otherwise be in accordance with CASS 5.5.63 R (1)(b)(ii)),2 a firm may pay into, or maintain in, a client bank account money of its own, and that money will then become client money for the purposes of CASS 5 and the client money (insurance) distribution rules.

A firm, when acting in accordance with CASS 5.3 (statutory trust), must ensure that the total amount of client money held for each client in any of the firm's client money bank accounts is positive and that no payment is made from any such account for the benefit of a client unless the client has provided the firm with cleared funds to enable the payment to be made.

If client money is received by the firm in the form of an automated transfer, the firm must take reasonable steps to ensure that:

1. (1)

   the money is received directly into a client bank account; and

2. (2)

   if money is received directly into the firm's own account, the money is transferred into a client bank account no later than the next business day after receipt.

1. (1)

   A firm which handles client money in accordance with the rules for a non-statutory trust in CASS 5.4 may, to the extent it considers appropriate, but subject to (2), satisfy the requirement to segregate client money by segregating or arranging for the segregation of designated investments with a value at least equivalent to such money as would otherwise have been segregated into a client bank account.

2. (2)

   A firm may not segregate designated investments unless it:

   1. (a)

      takes reasonable steps to ensure that any retail customers whose client money interests may be protected by such segregation are aware that the firm may operate such an arrangement and have (whether through its terms of business, client agreements, or otherwise in writing) an adequate opportunity to give their informed consent;

   2. (b)

      ensures that the terms on which it will segregate designated investments include provision for it to take responsibility for meeting any shortfall in its client money resource which is attributable to falls in the market value of a segregated investment;

   3. (c)

      provides in the deed referred to in CASS 5.4.6 R for designated investments which it segregates to be held by it on the terms of the non-statutory trust; and

   4. (d)

      takes reasonable steps to ensure that the segregation is at all times in conformity with the range of permitted investments, general principles and conditions in CASS 5 Annex 1 R.

1. (1)

   A firm may draw down commission from the client bank account if:

   1. (a)

      it has received the premium from the client (or from a third party premium finance provider on the client's behalf);2 and

   2. (b)

      this is consistent with the firm's terms of business which it maintains with the relevant client and 2the insurance undertaking to whom the premium will become2 payable;

   and the firm may draw down commission before payment of the premium to the insurance undertaking, provided that the conditions in (a) and (b) are satisfied.

2. (2)

   If a firm receives a mixed remittance (that is part client money and part other money), it must:

   1. (a)

      pay the full sum into a client bank account in accordance with CASS 5.5.5 R; and

   2. (b)

      pay the money that is not client money out of the client bank account as soon as reasonably practicable and in any event by not later than twenty-five business days after the day on which the remittance is cleared (or, if earlier, when the firm performs the client money calculation in accordance with CASS 5.5.63 R (1)).2

1. (1)

   Subject to (4), a 2firm must in relation to each of its appointed representatives, field representatives and other agents comply with CASS 5.5.19 R to CASS 5.5.21 R (Immediate segregation) or with CASS 5.5.23 R (Periodic segregation and reconciliation).

2. (2)

   A firm must in relation to each representative or other agent keep a record of whether it is complying with CASS 5.5.19 R to CASS 5.5.21 R or with CASS 5.5.23 R.

3. (3)

   A firm is, but without affecting the application of CASS 5.5.19 R to CASS 5.5.23 R, to be treated as the recipient of client money which is received by any of its appointed representatives, field representatives or other agents.

4. (4)

   (1) to (3) do not apply in relation to an appointed representative, field representative or other agent to which (if it were a firm) CASS 5.1.4AR (1) or CASS 5.1.4AR (2) would apply, but subject to the representative or agent maintaining an account which satisfies the requirements of CASS 5.5.49 R2 to the extent that the representative or agent will hold client money on trust or otherwise on behalf of its clients.12

A firm must establish and maintain procedures to ensure that client money received by its appointed representatives, field representatives, or other agents of the firm is:

1. (1)

   paid into a client bank account of the firm in accordance with CASS 5.5.5 R; or

2. (2)

   forwarded to the firm, or in the case of a field representative forwarded to a specified business address of the firm, so as to ensure that the money arrives at the specified business address by the close of the third business day.

If client money is received in accordance with CASS 5.5.19 R, the firm must ensure that its appointed representatives, field representatives or other agents keep client money (whether in the form of premiums, claims money or premium refunds) separately identifiable from any other money (including that of the firm) until the client money is paid into a client bank account or sent to the firm.

1. (1)

   A firm must, on a regular basis, and at reasonable intervals, ensure that it holds in its client bank account an amount which (in addition to any other amount which it is required by these rules to hold) is not less than the amount which it reasonably estimates to be the aggregate of the amounts held at any time by its appointed representatives, field representatives, and other agents.

2. (2)

   A firm must, not later than ten business days following the expiry of each period in (1):

   1. (a)

      carry out, in relation to each such representative or agent, a reconciliation of the amount paid by the firm into its client bank account with the amount of client money actually received and held by the representative or other agent; and

   2. (b)

      make a corresponding payment into, or withdrawal from, the account.

A firm must take reasonable steps to ensure that it is notified promptly of any receipt of client money in the form of client entitlements.

When a firm receives a client entitlement on behalf of a client, it must pay any part of it which is client money:

1. (1)

   for client entitlements received in the United Kingdom, into a client bank account in accordance with CASS 5.5.5 R; or

2. (2)

   for client entitlements received outside the United Kingdom, into any bank account operated by the firm, provided that such client money is:

   1. (a)

      paid to, or in accordance with, the instructions of the client concerned; or

   2. (b)

      paid into a client bank account in accordance with CASS 5.5.5 R (1), as soon as possible but no later than five business days after the firm is notified of its receipt.

A firm must take reasonable steps to ensure that a client entitlement which is client money is allocated within a reasonable period of time after notification of receipt.

1. (1)

   In relation to retail customers, a firm must, subject to (2), take reasonable steps to ensure that its terms of business or other client agreements adequately explain, and where necessary obtain a client's informed consent to, the treatment of interest and, if applicable, investment returns, derived from its holding of client money and any segregated designated investments.

2. (2)

   In respect of interest earned on client bank accounts, (1) does not apply if a firm has reasonable ground to be satisfied that in relation to insurance mediation activities carried on with or for a retail customer the amount of interest earned will be not more than £20 per transaction.

A firm may allow another person, such as another broker to hold or control client money, but only if:

1. (1)

   the firm transfers the client money for the purpose of a transaction for a client through or with that person; and

2. (2)

   in the case of a retail customer, that customer has been notified (whether through a client agreement, terms of business, or otherwise in writing) that the client money may be transferred to another person.

1. (1)

   A firm must ensure that client money is held in a client bank account at one or more approved banks.

2. (2)

   If the firm is a bank, it must not hold client money in an account with itself.

A firm may open one or more client bank accounts in the form of a designated client bank account. Characteristics of these accounts are that:

1. (1)

   the account holds money of one or more clients;

2. (2)

   the account includes in its title the word 'designated';

3. (3)

   the clients whose money is in the account have each consented in writing to the use of the bank with which the client money is to be held; and

4. (4)

   in the event of the failure of that bank, the account is not pooled with any other type of account unless a primary pooling event occurs.

A firm may hold client money with a bank that is not an approved bank if all the following conditions are met:

1. (1)

   the client money relates to one or more insurance transactions which are subject to the law or market practice of a jurisdiction outside the United Kingdom;

2. (2)

   because of the applicable law or market practice of that overseas jurisdiction, it is not possible to hold the client money in a client bank account with an approved bank;

3. (3)

   the firm holds the money with such a bank for no longer than is necessary to effect the transactions;

4. (4)

   the firm notifies each relevant client and has, in relation to a retail customer, a client agreement, or terms of business which adequately explain that:

   1. (a)

      client money will not be held with an approved bank;

   2. (b)

      in such circumstances, the legal and regulatory regime applying to the bank with which the client money is held will be different from that of the United Kingdom and, in the event of a failure of the bank, the client money may be treated differently from the treatment which would apply if the client money were held by an approved bank in the United Kingdom; and

   3. (c)

      if it is the case, the particular bank has not accepted that it has no right of set-off or counterclaim against money held in a client bank account, in respect of any sum owed on any other account of the firm, notwithstanding the firm's request to the bank as required by CASS 5.5.49 R; and

5. (5)

   the client money is held in a designated bank account.

Before a firm opens a client bank account and as often as is appropriate on a continuing basis (and no less than once in each financial year), it must take reasonable steps to establish that the bank is appropriate for that purpose.

Subject to CASS 5.5.41 R, a firm that holds or intends to hold client money with a bank which is in the same group as the firm must:

1. (1)

   undertake a continuous review in relation to that bank which is at least as rigorous as the review of any bank which is not in the same group, in order to ensure that the decision to use a group bank is appropriate for the client;

2. (2)

   disclose in writing to its client at the outset of the client relationship (whether by way of a client agreement, terms of business or otherwise in writing) or, if later, not less than 20 business days before it begins to hold client money of that client with that bank:

   1. (a)

      that it is holding or intends to hold client money with a bank in the same group;

   2. (b)

      the identity of the bank concerned; and

   3. (c)

      that the client may choose not to have his money placed with such a bank.

If a client has notified a firm in writing that he does not wish his money to be held with a bank in the same group as the firm, the firm must either:

1. (1)

   place that client money in a client bank account with another bank in accordance with CASS 5.5.38 R; or

2. (2)

   return that client money to, or pay it to the order of, the client.

When a firm opens a client bank account, the firm must give or have given written notice to the bank requesting the bank to acknowledge to it in writing:

1. (1)

   that all money standing to the credit of the account is held by the firm as trustee (or if relevant in Scotland, as agent) and that the bank is not entitled to combine the account with any other account or to exercise any right of set-off or counterclaim against money in that account in respect of any sum owed to it on any other account of the firm; and

2. (2)

   that the title of the account sufficiently distinguishes that account from any account containing money that belongs to the firm, and is in the form requested by the firm.

In the case of a client bank account in the United Kingdom, if the bank does not provide the acknowledgement referred to in CASS 5.5.49 R within 20 business days after the firm dispatched the notice, the firm must withdraw all money standing to the credit of the account and deposit it in a client bank account with another bank as soon as possible.

In the case of a client bank account outside the United Kingdom, if the bank does not provide the acknowledgement referred to in CASS 5.5.49 R within 20 business days after the firm dispatched the notice, the firm must notify the client of this fact as set out in CASS 5.5.53 R.

A firm must not hold, for a retail customer, client money in a client bank account outside the United Kingdom, unless the firm has previously disclosed to the retail customer (whether in its terms of business, client agreement or otherwise in writing):

1. (1)

   that his money may be deposited in a client bank account outside the United Kingdom but that the client may notify the firm that he does not wish his money to be held in a particular jurisdiction;

2. (2)

   that in such circumstances, the legal and regulatory regime applying to the approved bank will be different from that of the United Kingdom and, in the event of a failure of the bank, his money may be treated in a different manner from that which would apply if the client money were held by a bank in the United Kingdom; and

3. (3)

   if it is the case, that a particular bank has not accepted that it has no right of set-off or counterclaim against money held in a client bank account in respect of any sum owed on any other account of the firm, notwithstanding the firm's request to the bank as required by CASS 5.5.49 R.

If a client has notified a firm in writing before entering into a transaction that client money is not to be held in a particular jurisdiction, the firm must either:

1. (1)

   hold the client money in a client bank account in a jurisdiction to which the client has not objected; or

2. (2)

   return the client money to, or to the order of, the client.

A firm must not undertake any transaction for a retail customer that involves client money being passed to another broker or settlement agent located in a jurisdiction outside the United Kingdom, unless the firm has previously disclosed to the retail customer (whether in its terms of business, client agreement or otherwise in writing):

1. (1)

   that his client money may be passed to a person outside the United Kingdom but the client may notify the firm that he does not wish his money to be passed to a person in a particular jurisdiction; and

2. (2)

   that, in such circumstances, the legal and regulatory regime applying to the broker or settlement agent will be different from that of the United Kingdom and, in the event of a failure of the broker or settlement agent, this money may be treated in a different manner from that which would apply if the money were held by a broker or settlement agent in the United Kingdom.

If a client has notified a firm before entering into a transaction that he does not wish his money to be passed to another broker or settlement agent located in a particular jurisdiction, the firm must either:

1. (1)

   hold the client money in a client bank account in the United Kingdom or a jurisdiction to which the money has not objected and pay its own money to the firm's own account with the broker, agent or counterparty; or

2. (2)

   return the money to, or to the order of, the client.

On the failure of a third party with which client money is held, a firm must notify the FSA:

1. (1)

   as soon as it becomes aware, of the failure of any bank, other broker or settlement agent or other entity with which it has placed, or to which it has passed, client money; and

2. (2)

   as soon as reasonably practical, whether it intends to make good any shortfall that has arisen or may arise and of the amounts involved.

1. (1)

   A firm must, as often as is necessary to ensure the accuracy of its records and at least at intervals of not more than 25 business days:2

   1. (a)

      check whether its client money resource, as determined by CASS 5.5.65 R on the previous business day, was at least equal to the client money requirement, as determined by CASS 5.5.66 R or CASS 5.5.68 R, as at the close of business on that day; and2

   2. (b)

      ensure that:2

      1. (i)

         any shortfall is paid into a client bank account by the close of business on the day the calculation is performed; or2

      2. (ii)

         any excess is withdrawn within the same time period unless CASS 5.5.9 R or CASS 5.5.10 R applies to the extent that the firm is satisfied on reasonable grounds that it is prudent to maintain a positive margin to ensure the calculation 2in (a) 2is satisfied having regard to any unreconciled items in its business ledgers as at the date on which the calculations are performed; and

   3. (c)

      include in any calculation of its client money requirement (whether calculated in accordance with CASS 5.5.66 R or CASS 5.5.68 R) any amounts attributable to client money received by its appointed representatives, field representatives or other agents and which, as at the date of calculation, it is required to segregate in accordance with CASS 5.5.19 R.2

2. (2)

   A firm must within ten business days of the calculation in (a) reconcile the balance on each client bank account as recorded by the firm with the balance on that account as set out in the statement or other form of confirmation used by the bank with which that account is held.2

3. (3)

   When any discrepancy arises as a result of the reconciliation carried out in (2), the firm must identify the reason for the discrepancy and correct it as soon as possible, unless the discrepancy arises solely as a result of timing differences between the accounting systems of the party providing the statement or confirmation and those of the firm.2

4. (4)

   While a firm is unable to resolve a difference arising from a reconciliation, and one record or a set of records examined by the firm during its reconciliation indicates that there is a need to have a greater amount of client money than is in fact the case, the firm must assume, until the matter is finally resolved, that the record or set of records is accurate and either pay its own money into a relevant account or make a withdrawal of any excess.2

A firm must keep a record of whether it calculates its client money requirement in accordance with CASS 5.5.66 R or CASS 5.5.68 R and may only use one method during each annual accounting period (which method must be the same in relation to both CASS 5.3 and CASS 5.4).

The client money resource, for the purposes of CASS 5.5.63 R (1)(a),2 is:

1. (1)

   the aggregate of the balances on the firm's client money bank accounts, as at the close of business on the previous business day and, if held in accordance with CASS 5.4, designated investments (valued on a prudent and consistent basis) together with client money held by a third party in accordance with CASS 5.5.34 R; and

2. (2)

   (but only if the firm is comparing the client money resource with its client's money (accruals) requirement in accordance with CASS 5.5.68 R) 2to the extent that client money is held in accordance with CASS 5.3 (statutory trust), insurance debtors (which in this case cannot include pre-funded items); and

3. (3)

   (but only if the firm is comparing the client money resource with its client's money (accruals) requirement in accordance with CASS 5.5.68 R) 2to the extent that client money is held in accordance with CASS 5.4 (non-statutory trust):

   1. (a)

      all insurance debtors (including pre-funded items whether in respect of advance premiums, claims, premium refunds or otherwise) shown in the firm's business ledgers as amounts due from clients, insurance undertakings and other persons, such debts valued on a prudent and consistent basis to the extent required to meet any shortfall of the client money resource compared with the firm's client money requirement; and

   2. (b)

      the amount of any letter of credit or unconditional guarantee provided by an approved bank and held on the terms of the trust (or, in Scotland, agency), limited to:

      1. (i)

         the maximum sum payable by the approved bank under the letter of credit or guarantee; or

      2. (ii)

         if less, the amount which would, apart from the benefit of the letter of credit or guarantee, be the shortfall of the client money resource compared with the client money requirement under CASS 5.5.66 R or CASS 5.5.68 R.

But a firm may treat a transaction with an insurance undertaking which is not a UK domestic firm as complete, and accordingly may (but only for the purposes of the calculation in (1)) disregard any unreconciled items of client money transferred to an intermediate broker relating to such a transaction, if:2

1. (4)

   it has taken reasonable steps to ascertain whether the transaction is complete; and2

2. (5)

   it has no reason to consider the transaction has not been completed; and2

3. (6)

   a period of at least 12 months has elapsed since the money was transferred to the intermediate broker for the purpose of the transaction.2

A firm's client money (client balance) requirement is the sum of, for all clients, the individual client balances calculated in accordance with CASS 5.5.67 R but excluding any individual balances which are negative (that is, uncleared client funds).

The individual client balance for each client must be calculated as follows:

1. (1)

   the amount paid by a client to the firm (to include all premiums); plus

2. (2)

   the amount due to the client (to include all claims and premium refunds); plus

3. (3)

   the amount of any interest or investment returns due to the client;

4. (4)

   less the amount paid to insurance undertakings for the benefit of the client (to include all premiums and commission due to itself) (i.e. commissions that are due but have not yet been removed from the client account)2;

5. (5)

   less the amount paid by the firm to the client (to include all claims and premium refunds);

and where the individual client balance is found by the sum ((1) + (2) + (3)) - ((4) + (5)).

A firm's client money (accruals) requirement is the sum of the following:

1. (1)

   all insurance creditors shown in the firm's business ledgers as amounts due to insurance undertakings, clients and other persons; plus

2. (2)

   unearned commission 2being the amount of commission 2shown as accrued (but not shown as due 2and payable) as at the date of the calculation (a prudent estimate must be used if the firm is unable to produce an exact figure at the date of the calculation).

A firm which calculates its client money requirement on the preceding basis must in addition and within a reasonable period be able to match its client money resource to its requirement by reference to individual clients (with such matching being achieved for the majority of its clients and transactions).

A firm must notify the FSA immediately if it is unable to, or does not, perform the calculation required by CASS 5.5.63 R (1)2.

A firm must notify the FSA immediately it becomes aware that it may not be able to make good any shortfall identified by CASS 5.5.63 R (1)2 by the close of business on the day the calculation is performed and if applicable when the reconciliation is completed2.

Money ceases to be client money if it is paid:

1. (1)

   to the client, or a duly authorised representative of the client; or

2. (2)

   to a third party on the instruction of or with the specific consent of the client, but not if it is transferred to a third party in the course of effecting a transaction, in accordance with CASS 5.5.34 R; or

3. (3)

   into a bank account of the client (not being an account which is also in the name of the firm); or

4. (4)

   to the firm itself, when it is due and payable to the firm in accordance with CASS 5.1.5 R (1); or

5. (5)

   to the firm itself, when it is an excess in the client bank account as set out in CASS 5.5.63 R (1)(b)(ii).2

When a firm draws a cheque or other payable order to discharge its fiduciary duty under CASS 5.5.80 R, it must continue to treat the sum concerned as client money until the cheque or order is presented and paid by the bank.

For the purposes of CASS 5.1.5 R, if a firm makes a payment to, or on the instructions of, a client, from an account other than a client bank account, until that payment has cleared, no equivalent sum will become due and payable to the firm or may be withdrawn from a client bank account by way of reimbursement.

A firm must ensure that proper records, sufficient to show and explain the firm's transactions and commitments in respect of its client money, are made and retained for a period of three years after they were made.