FIN.18:5.3 - Choose a payment procedure and keep an executable fallback

In a constructed treasury case, four weekly batches each contain twenty payments of 5. Each payment must reach its creditor by 16:00. A qualified cash plan supplies usable opening cash of 130 for each batch and reserve 20 throughout; the intervening funding is already provided. The incumbent procedure enters instructions individually in the bank portal. The proposed procedure imports one prepared payment file. The same provider, approved beneficiaries, account limits and distinct initiator and approver govern both. In this case the provider accepts instructions until 12:00 for the required receipt time, supports inquiry by instruction identity and can confirm cancellation of unexecuted instructions. These are supplied conditions, not assumed properties of every payment service.

Apply FIN.15’s controls to both procedures. Individual entry requires checking each entered instruction against its authorized source. File import requires checking the source version, every beneficiary and amount, the item count and total, then obtaining the separate approval. Both retain instruction identities and reconcile actual receipt and charges. Stipulate 80 preparer minutes plus 20 approver minutes per ordinary manual batch, versus 25 plus 15 for file import, including routine reconciliation and keeping the manual fallback usable. Their elapsed times from source availability to submitted instructions are separately stipulated as 100 and 40 minutes; reconciliation of the later settlement follows. With the approved source available at 09:00, both fit before the cutoff.

The provider charges 2 for an executed manual batch and 1 for an executed imported batch, with no setup or additional recovery fee in this case. These charges are additional to the 100 delivered to creditors. Cash after the payments and charges is therefore 28 or 29. Initial preparation, training and rehearsal for import require another 120 person-minutes. Across four ordinary uses, manual work requires 400 person-minutes and fees of 8; import requires 120 + 4 × 40 = 280 person-minutes and fees of 4. The financial and work differences are separate: releasing staff capacity does not itself reduce payroll. Treasury wants that capacity for already assigned work while preserving payment controls, timing and reserve. On these supplied grounds, it selects import for the four uses.

Make that selection obtainable before the first payment day. The existing authority permits both procedures. Reserve the 120 minutes with the actual preparer, approver and support person; configure the permitted access and import format; and rehearse an ordinary file, a wrong beneficiary or total, and a lost response without submitting live payments. A discrepancy must stop release. The performer must be able to retrieve the original identities, inquire through the supported provider route and distinguish accepted, executed, cancelled and unresolved items. Retain the portal access and trained participants needed for the fallback. If these conditions are not met, continue the adequate manual procedure.

Now exercise the unknown-outcome branch. The imported instructions receive no usable response at 09:40. The operator preserves their identities, continues to reserve cash for their possible execution and inquires; the silence does not establish failure. Suppose that by 10:00 the provider confirms all twenty unexecuted instructions cancelled and unable to execute later. The unchanged payment source can then be entered manually, separately approved and submitted by 11:40, leaving cash 28 after settlement and charges. In this case a cancelled import incurs no fee. This is a feasible fallback because both the original instructions’ status and the remaining time are known. For a partial result, retain settled amounts and establish the status of each remaining instruction. Replace only a supported unpaid amount whose original instruction can no longer execute. If status is still unknown at 10:20, the full 100-minute manual route can no longer be promised before cutoff. Return the threatened receipt deadline and obtainable recovery to the decision owner; do not send the original total again.

The example’s times, charges and provider responses are stipulated comparison premises. They do not demonstrate live reliability or how often exceptions consume the apparent saving. If that uncertainty can change adoption, an authorized bounded trial must observe ordinary and recovery work as well as payment results. If only one use remains, import instead requires 160 person-minutes against 100; a fee saving of 1 does not meet the stated capacity-release aim, so retain the incumbent. Reopen the selected procedure when the repeated-use horizon, mandate, provider support or usable fallback changes.