Create a Form e2380 Series 1 • November 2010

• STP—the status is identifiable by clicking on the eForms tab where the statement, “Straight Through Processing has been enabled for this loan” is displayed.

• Authorized Signatories

• Beneficiaries—are pre-registered and approved by the World Bank for a specific loan. Refer to the BRF quick reference guide for more information.

You must have either a Form Creator or a Form Signatory profile.

• FormCreatoris a person who enters beneficiary details.

• FormSignatory is a person who validates and approves beneficiary application.

Q U I C K R E F E R E N C E G U I D E

CreateaWithdrawalApplication inClientConnectionusing Straight Through Processing (STP)

Contents

Introduction to Withdrawal Application in STP 1Access the Form e2380 2Complete the Form e2380 2Submit the Form e2380 7

Profilesthatyouneed:Loanmustbesetupfor:

TostartfromClientConnection,youwillneedthefollowing

FromtheWorldBankFromClientConnectionHowdoesBRFwork?

Role: Form Creator

CreateForme2380

• Completewithdrawal application

• Sendforsignature

Role: Form Signatory

SignForme2380

• Reviewpaymentdetails

• Signorreject withdrawal application

Role: World Bank Staff

MakePayments

• Executepaymentrequests

• Postreviewofpayments and documentation

1 2 3

1Create a Form e2380 Series 1 • November 2010

WhatarethebenefitsofSTP?

Streamlined online payment processing to:

• Avoidcommonmistakesinfillingout withdrawal applications.

• Reducethetimeandcostofsendingwithdrawal applications to the Bank.

• ExpediteBankprocessingofdisbursementrequests.

WhatisSTP?

STP allows you to pay approved beneficiaries for eligibleprojectexpendituresusingForme2380. This applies to loans financed by IBRD, IDA, or co-financiers.

IntroductiontoWithdrawalApplicationinSTP

Create a Form e2380 Series 1 • November 20102

AccesstheForme23801. From eForms tab,

click e2380 sub-tab.

2. Select Applicationtype from the drop-down.

3. Select the Beneficiary from the drop-down. The beneficiaries are approved to receive payments specific to a loan.

4. Click Create to display Form e2380.

CompletetheForme2380Form e2380 is divided into four parts:

• PartA—Applicationtypeandprojectreference

• PartB—PaymentInstructions

• PartC—Documentationofeligibleexpenditures

• PartD—OtherInformation/Assertionsandsignature

Depending on the application type, some sections and fields are automatically activated and pre-filled.

A.Applicationtypeandprojectreference1. Enterthedetailsintherelevantfields. Note that fields with an asterisk (*) are mandatory.

• Beneficiary’spayment/Invoice reference*—applies to Direct Payment only.

• Borrowerreference*

Tips:

• Numberapplicationssequentially(e.g.,beginwith1).

• Useaprefixorsuffixtodistinguishapplicationsfromdifferentimplementingagencies (e.g.,MF1=MinistryofFinanceNo.1).

B.PaymentInstructions1. Review and update payment details, if necessary.

i. Loan • Applicationcurrency*—

use the drop-down to select payment currency.

Notes:

• AppliestoDirectPayment, Reimbursement, and DPL Tranche only.

• Defaultstothedesignated account’s currency.

Create a Form e2380 Series 1 • November 2010 3

• Applicationamount*—enter amount to be paid.

• Equivalentpaymentcurrency*—use the drop-down only if different from application currency.

EditAmount/Currency/IntermediaryBank button allows you to revise information.

ii. BeneficiaryandBeneficiary’sBankReviewthepre-filledentriesbasedontheBeneficiaryRegistrationForm(BRF).UsetheAmend feature in BRF to revise information. Refer to the BRF quick reference guide for more information.

• Country

• Name

• Address1,2,and3

• Country

• Bankname

• SWIFTcode

• Address1,2,and3

• AccountNo./IBANatthisbank UseIBANforpaymentsinEuros.

• ABANumber/BranchorSortCode

iii. IntermediaryBankReviewthepre-filledentriesbasedontheBeneficiaryRegistrationForm(BRF).ClickEditAmount/Currency/IntermediaryBankbuttonto revise information.

Enterthisinformationonlywhenpaymentcurrencyisotherthanthecurrencyinwhichthe beneficiarybankislocated.Forexample,thebeneficiarybankisinIndiabutpaymentisinUSdollars.Consequently,selectanintermediarybankwithalocationintheUnitedStates.

3. ClicktheexpandfeaturetodisplayShowIntermediaryBank.

4. Click ClearIntermediary BankDetails to start over, if necessary.

a.Usethedrop-downto select Country.

b.UsetheLookupfeature to select intermediary bank. The relevant fields are automatically filled.

c. If not listed, enter bank Name,SWIFTcodeofthisbank, and Address.

d. Select AccountNo. or IBAN and enter the number. Note:UseIBANforpaymentsinEuros.

e. Select ABANumber or Branch or SortCode, then enter the number.

Create a Form e2380 Series 1 • November 20104

iv.AdditionalInstructions5. Enteradditionalinstructions,ifnecessary.Note:fieldshaveamaximumof50characters.

• BeneficiaryDetails

• BeneficiaryBankDetails

• IntermediaryBankDetails

6. Click the checkbox to verify that pay-ment instructions are accurate.

C.Documentation ofeligibleexpenditures7. Selectthetypeofexpenditure

Non-retroactive orRetroactive.

a.Retroactiveexpendituresare those incurred prior to the loan signing date.

b.Submitaseparateformforretroactiveandnon-retroactiveexpendituretypes.

8. Entertheperiodduringwhichexpenseswereincurred.

• Appliestoretroactiveexpendituresonly.

• Usethecalendartooltoensurecorrectdateformat.

9. EnterCategory details.

a.Usethedrop-downto select the Category*.

b.EntertheAmount*of expensesincurred.

c.Usetheradiobutton to select the Documentation Type.

• ForDirectPayment,CopiesofRecords is pre-selected.

• Ifmultipledocumentation types apply to the same category, then create separate line items for each documentation type.

Notethatthesefieldsare automatically pre-filled:

• TotalDocumentedAmount— is the sum of all categories.

• DocumentationCurrency— is the currency you initially selected.

Create a Form e2380 Series 1 • November 2010 5

BasicFeaturesunderCategory

• AddCategory button: adds line items.

• Trash can icon: deletes a line item.

• + or-button:expandsor collapses each category to display or hide the balances such as: allocated, disbursed, and undisbursed.

• = icon: displays Category Detail window.

• Youcanviewthe complete category schedule by clicking the link.

10. Select Yes or No to confirm expensesrelatingtocontracts subjecttopriorreview.

If No,proceedtothenextstep.

If Yes,displaycontract(s).

For a customized list:

• Option1:EnterSupplierName, then click Go.

• Option2:EnterSignedDate Range, then click Go.

For a complete list:

• Option3:ClickGo.

The Contract Search window displays.

If the contract is not listed, click ContacttheTTL link to sendanE-mailnotification to the Task Team Lead.

• ClickSaveasDraft, pending TTL reply; or

• Completetheapplicationwithout theexpenditureitem.

Create a Form e2380 Series 1 • November 20106

• Clickthecheckboxto select contract(s)subjectto prior review.

• ClickAddSelected to display entirelistofselectedcontract(s).

• ClickDone to insert selectedcontract(s)inthe withdrawal application.

11. Click SaveasDraft to enable attach documents online.

12. Attach supporting documentation for:

• DirectPayment

• Reimbursement

• DesignatedAccount Documentation

• DesignatedAccountAdvance(Youmay attach optional documents suchasCashFlowForecast.)

a.Usethedrop-downtoselect type of documentation. For Direct Payment, this is pre-filled.

b. Click Browse, then select the file.

c. Click Add to List and status displays as NotAttached.

d. Click Attach and status displays as Attached.

Click the trash can icon to delete an attachment.

D.OtherInformation/Assertionsandsignaturei. eSignatories

A withdrawal application may require one or more signatories.

• Iftheloanissetupfor one group of signatories, the field is pre-filled.

• Iftheloanissetupfor multiple signatories, click the radio button to select the authorized group.

Create a Form e2380 Series 1 • November 2010 7

ii. ContactInformation UsetheLookup feature to

modify entries.

SubmittheForme23801. Select the appropriate action after completing the withdrawal application.

a. SaveasDraft—saves the withdrawal application without validation.

b. ValidateandSave— performs all the necessary checks across entries and saves the withdrawal application.

c. View&Print—prints the hard copy without the list of signatories.

d. SendforSignature—verifies field entries and releases form to the signatory(ies).

e. Cancel—discards the withdrawal application.

2. Click SendforSignature, then click OK. A confirmation window appears.

3. Click OK again.

Uponsubmission:

a. The form status changes to SystemProcessesRunning.

b.Thesignatory(ies)receivesanE-mailnotification.

c.Thesignatory(ies)canonlyapprovewhenthestatuschangestoPending Signature.

E-mailusat clientconnection@worldbank.org

formoreinformation.