DO

1. Ensure that there are cleared funds in the client account prior to making the payment.
2. Ensure that typed written instructions are received to include the name of the third party to whom payment is being made and all relevant bank account details of the payee.
3. Ensure that anti-virus software is in place and up to-date.
4. Ensure that a firewall and/or other appropriate network safety security safeguards are in place.
5. Ensure that online payments are made from within the office to avail of the network safety security safeguards in place.
6. Build into the terms and conditions of the engagement letter and/ or Section 68(1) letter the responsibility to provide the correct client and other third party bank account details.
7. Ensure that the client is advised of the bank account charge to effect an online payment.
8. Ensure a receipt or acknowledgment of receipt of payment is obtained from clients/third parties and retained on file.
9. Ensure that details of the third party payment are set up on the online banking system in place by accounts staff.
10. Ensure that online payments are authorised by the principal or one or more of the partners with appropriate supporting documentation.
11. Set appropriate third party payment levels.
12. Notify the bank, without delay, in the event of any suspicious online activity.
13. Consider putting in place an insurance policy to cover theft and possible online fraud.
14. Consider the risks involved, take steps to mitigate the risk and if necessary attend the bank or seek the bank’s assistance in completing the online payment. Please ensure principal or one or more of the partners' involvement.
15. Take a printout (from the banking online system) of the transaction at the time of making the payment.
16. Ensure that the card reader/digipass and all user codes and pin numbers are retained securely at all times.
17. Retain all subsequent correspondence relating to the payment on file, e.g. outward payment advice note.
18. Ensure that the correct bank account is chosen to make the payment from. (You have the same responsibility for ensuring the correct account is chosen as you do in writing cheques from the correct account.)

DON'T

1. Make an online payment from a public premises such as a hotel, coffee shop etc.
2. Disclose your security information to anyone, including other staff members.  A bank will never email or phone requesting your security information.

Disclaimer Notice

This article is prepared for Law Society of Ireland (“the Society”). The Society reserves the right to add, change, delete or amend any of the points mentioned above. No responsibility is undertaken to any third party in relation to the content of this document. No third party shall have any right as against the Society to rely on any point contained within this document.