Covid-19

When lockdown happened in March, we made changes to the way we accepted forms to make it easier for you to submit those instructions that were not already part of the online Adviser Zone journey. In August we went a step further and created signatureless forms that could be submitted via Adviser Zone secure email. 

Over the coming weeks, enhancements to Adviser Zone will mean you can do even more online but for those functions requiring forms, simply keep an eye out for the icons which show how they can be submitted, as shown here below: 

Adviser Zone Secure E-mail (No Signature)

• Amend Income Drawdown
• Age 75 LTA Test Questionnaire
• Benefit Crystallisation Event Application
• FATCA Corporate Form
• FATCA Individual-Joint Form
• FATCA Trust Form
• Internal Transfer
• Phased Income Application Amendment
• Phased Income Recurring Switch instruction
• Rebalancing Instruction
• Recurring Switch Instruction
• Regular Investment Collection
• Regular Investment Instruction
• Regular Withdrawal Instruction
• Stocktrade Account Cancellation
• Stocktrade Application Form
• Withdrawal Instruction Investor - GIA and ISA

Adviser Zone Secure E-mail (Scanned Signature)

• Adviser Charges Form (Client)
• Direct Debit Instruction Page (Client)
• ISA Additional Permitted Subscription (Client)
• Record of Payments Due (Employer)
• SIPP Nomination Expression of Wish (Client)
• Transfer of Servicing Form (Client)

Of course, we always focus on the most frequently used functions when enhancing our service so there will still be some less utilised forms that need to be sent via post with a wet signature. Please click here for the full list of Document Submission Requirements.  

Some forms will require a wet signature mainly due to the requirements of third parties or until we can incorporate them into new arrangements, we encourage you to revisit this page from time to time as it will be updated with latest guidance as processes are added.  We would also like to encourage you to utilise biometric verification when it is offered as it provides a greater level of security to you, us and most importantly, the investor.

To ensure that you are always using current forms please source them from the Secure Literature within Adviser Zone.   

Upcoming and Past webinar details and video recordings have been moved to the Webinar Hub.

If your client wishes to make a 'single' investment that is greater than their bank will allow them to transfer in one electronic transaction, there are 2 options available to you.

1. You can make multiple single investments as part of one online application, in which case each electronic payment will be invested as it is received. (please note all investments will go into the same asset allocation.  If investing in ETFs this option may result in paying higher fees depending on the trade size.)
2. If you make one single investment as part of the online application, the investment amount can be split into multiple electronic payments which will be invested upon receipt of the final payment.  Please be aware that client money regulations will only allow us to hold monies for 10 working days before being invested or returned to client bank account.  If the full investment amount is not received within that time we would require a new application for the appropriate amount to be submitted to allow investment of the payments received.

We can accept scanned SIPP Transfer Authority forms (not photos of forms) for any Origo enabled transfers via Adviser Zone Secure Email. 

A link has been deployed to the Quick Links section of our home page detailing the list of providers who are currently Origo enabled. We ask that you check this link to determine if the pension transfer you are submitting requires the original (non-Origo) or if you can submit the scanned copy through Adviser Zone Secure Email. We will reserve the right to ask for the original, especially if we deem the image isn’t legible. 

IMPORTANT – some of those on the list have legacy books of business or certain policies that can’t move through Origo, or we may find that requests are rejected by the ceding scheme. Ceding schemes also have the right to ask for an original; as such it is important that you retain the original until (at least) the transfer is complete. Where we do need the original, Novia will not be liable for any transfer delays. 

With the country locked down in self-isolation, technology for client meetings is invaluable. With people of all ages now used to using facetime and other such apps, it would be relatively normal and easier than ever for Advisers to deliver services to clients virtually. 

Better yet, there are a wide range of video conferencing technologies available that take this a step further and allow you to:

• Make it possible for your clients to book meetings directly in your calendar
• Send a meeting request containing a simple link to your client to join the meeting (and in many cases can sync with various calendar systems such as google and outlook).
• Share screens with your client to walk them through any documentation you would normally present in face to face meetings.
• Record the meetings (in fact some video conferencing software can automatically transcribe the meeting to provide a written record.)

Novia is not endorsing or recommending this software or how you should use it with your clients. However, we would recommend that you declare to your client that you aim to record your meeting and ensure that you are aware of where that data is saved if you chose to save it to the cloud rather than on your local machine.

Scheduling software

• MS Bookings - (https://www.microsoft.com/en-gb/microsoft-365/business/scheduling-and-booking-app)
• Calendly - (https://calendly.com/)

Video conferencing software

Here are some examples of video conferencing software that might be useful to you.  Some offer free trial or free tiers depending on the level of use you require.

• Zoom Meeting (https://zoom.us/pricing)
• Callbridge (https://www.callbridge.com/)
• 8x8 (https://www.8x8.com/uk)
• Skype (https://www.skype.com/en/)
• Cisco Webex (https://www.webex.com/)
• Microsoft Teams (https://products.office.com/en-GB/microsoft-teams/group-chat-software)

Transcribing technology

There are a range of transcription or voice to text technologies available that will enable you to keep a written audit trail of your client meetings even if your meetings are via video conferencing.

They all have varying features including mobile options and different levels of access/complexity. Of course, you would need to make it clear to your client that you aim to use this technology.  Here are some examples both paid and free that you might find of use over coming weeks and beyond. 

• Otter.ai (https://otter.ai/login)
• Trint (https://trint.com/)
• Transcribe (https://apps.apple.com/us/app/transcribe-speech-to-text/id1241342461)