This update category applies to the following updates:
The Account Administration Pipeline tracks requests submitted through Update Account Documentation requests. Tickets move systematically through pipeline stages, ensuring thorough reviews, secure processing, and timely completion.
Where To Find Account Administration Pipeline
To access the pipeline and track the status of submitted requests:
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Navigate to the ticket index page:
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In the CRM, navigate to CRM > Tickets
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To view the Account Administration pipeline, click the pipeline dropdown menu and select Account Administration.
You can view the tickets in the Account Administration pipeline in either board view or list view to track the progress, status, and assignments of requests.
Pipeline Stages Overview
Below are the pipeline stages and a high-level explanation of their functions:
- In Review: Requests undergo initial validation and suitability checks. Depending on the submission conditions, reviews may include the assigned Portfolio Manager or Compliance.
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In Process: The account administration team submits approved requests to the custodian and ensures proper completion.
- Completed: Requests in this stage are either successfully completed, rejected, or cancelled. No further action is necessary.
NBIN-261 Form Updates
Below is the typical workflow an NBIN-261 Form Update ticket follows, outlining the various stages of the process, the roles responsible for each task, the specific actions being taken at each step, and the expected timelines for completion.
Stage: In Review
Action Item: Portfolio Manager Review
- When required: If submitted by someone other than the assigned Portfolio Manager.
- Assigned to: Portfolio Manager
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What’s happening: Ensuring suitability of instructions.
- SLA: Same-day
- Next Step: Moves to Pending Action (In Process) upon approval.
Action Item: Preparing Paperwork
- When required: If submitted by STP
- Assigned to: Account Administration
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What’s happening: Ensuring suitability of instructions.
- SLA: Same-day
- Next Step: Moves to Sent to Client (In Process) upon approval.
Stage: In Process
Action Item: Sent to Client
- When required: If submitted by STP
- Assigned to: Portfolio Manager
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What’s happening: Client is signing the paperwork via DocuSign
- SLA: Same-day
- Next Step: Moves to Paper Upload (In Process) upon approval.
Action Item: Paper Upload
- When required: If submitted by STP
- Assigned to: Account Administration
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What’s happening: The Account Administration team is currently reviewing and uploading the signed documents to the system.
- SLA: Same-day
- Next Step: Moves to Pending Action (In Process) upon approval.
Action Item: Pending Action
- Assigned to: Account Administration
- What’s happening: Transmitting instructions to the custodian back-office system.
- SLA: Within 24 hours
- Next Step: Moves to Pending Confirmation upon completion.
Action Item: Pending Confirmation
- Assigned to: Account Administration
- What’s happening: Confirming requests have been successfully received.
- SLA: 1–2 business days
- Next Step: Moves to Completed upon confirmation.
- What's happening: Ticket is closed and finalized. No further action required.
NR301 Form Updates
Below is the typical workflow an NR301 Form Update ticket follows, outlining the various stages of the process, the roles responsible for each task, the specific actions being taken at each step, and the expected timelines for completion.
Stage: In Review
Action Item: Portfolio Manager Review
- When required: If submitted by someone other than the assigned Portfolio Manager.
- Assigned to: Portfolio Manager
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What’s happening: Ensuring suitability of instructions.
- SLA: Same-day
- Next Step: Moves to Pending Action (In Process) upon approval.
Action Item: Preparing Paperwork
- When required: If submitted by STP
- Assigned to: Account Administration
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What’s happening: Ensuring suitability of instructions.
- SLA: Same-day
- Next Step: Moves to Sent to Client (In Process) upon approval.
Stage: In Process
Action Item: Sent to Client
- When required: If submitted by STP
- Assigned to: Portfolio Manager
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What’s happening: Client is signing the paperwork via DocuSign
- SLA: Same-day
- Next Step: Moves to Paper Upload (In Process) upon approval.
Action Item: Paper Upload
- When required: If submitted by STP
- Assigned to: Account Administration
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What’s happening: The Account Administration team is currently reviewing and uploading the signed documents to the system.
- SLA: Same-day
- Next Step: Moves to Pending Action (In Process) upon approval.
Action Item: Pending Action
- Assigned to: Account Administration
- What’s happening: Transmitting instructions to the custodian back-office system.
- SLA: Within 24 hours
- Next Step: Moves to Pending Confirmation upon completion.
Action Item: Pending Confirmation
- Assigned to: Account Administration
- What’s happening: Confirming requests have been successfully received.
- SLA: 1–2 business days
- Next Step: Moves to Completed upon confirmation.
- What's happening: Ticket is closed and finalized. No further action required.
Client ID Updates
Below is the typical workflow an Client ID Update ticket follows, outlining the various stages of the process, the roles responsible for each task, the specific actions being taken at each step, and the expected timelines for completion.
Stage: In Review
Action Item: Portfolio Manager Review
- When required: If submitted by someone other than the assigned Portfolio Manager.
- Assigned to: Portfolio Manager
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What’s happening: Ensuring suitability of instructions.
- SLA: Same-day
- Next Step: Moves to Pending Action (In Process) upon approval.
Stage: In Process
Action Item: Pending Action
- Assigned to: Account Administration
- What’s happening: Transmitting instructions to the custodian back-office system.
- SLA: Within 24 hours
- Next Step: Moves to Transmitted upon completion.
Action Item: Transmitted
- Assigned to: Account Administration
- What’s happening: The Administration team has processed the request. A senior member of the Administration Team is now confirming that the instructions were entered
- SLA: Within 24 hours
- Next Step: Moves to Pending Confirmation upon completion.
Action Item: Pending Confirmation
- Assigned to: Account Administration
- What’s happening: Confirming requests have been successfully received.
- SLA: 1–2 business days
- Next Step: Moves to Completed upon confirmation.
Stage: Completed
- What's happening: Ticket is closed and finalized. No further action required.
RESP Subscriber Updates
Below is the typical workflow an RESP Subscriber Update ticket follows, outlining the various stages of the process, the roles responsible for each task, the specific actions being taken at each step, and the expected timelines for completion.
Stage: In Review
Action Item: Portfolio Manager Review
- When required: If submitted by someone other than the assigned Portfolio Manager.
- Assigned to: Portfolio Manager
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What’s happening: Ensuring suitability of instructions.
- SLA: Same-day
- Next Step: Moves to Pending Action (In Process) upon approval.
Stage: In Process
Action Item: Pending Action
- Assigned to: Account Administration
- What’s happening: Transmitting instructions to the custodian back-office system.
- SLA: Within 24 hours
- Next Step: Moves to Transmitted upon completion.
Action Item: Transmitted
- Assigned to: Account Administration
- What’s happening: The Administration team has processed the request. A senior member of the Administration Team is now confirming that the instructions were entered
- SLA: Within 24 hours
- Next Step: Moves to Pending Confirmation upon completion.
Action Item: Pending Confirmation
- Assigned to: Account Administration
- What’s happening: Confirming requests have been successfully received.
- SLA: 1–2 business days
- Next Step: Moves to Completed upon confirmation.
Stage: Completed
- What's happening: Ticket is closed and finalized. No further action required.
RESP Beneficiary Information Updates
Below is the typical workflow an RESP Beneficiary Information Update ticket follows, outlining the various stages of the process, the roles responsible for each task, the specific actions being taken at each step, and the expected timelines for completion.
Stage: In Review
Action Item: Portfolio Manager Review
- When required: If submitted by someone other than the assigned Portfolio Manager.
- Assigned to: Portfolio Manager
-
What’s happening: Ensuring suitability of instructions.
- SLA: Same-day
- Next Step: Moves to Pending Action (In Process) upon approval.
Action Item: Preparing Paperwork
- When required: If submitted by STP
- Assigned to: Account Administration
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What’s happening: Ensuring suitability of instructions.
- SLA: Same-day
- Next Step: Moves to Sent to Client (In Process) upon approval.
Stage: In Process
Action Item: Sent to Client
- When required: If submitted by STP
- Assigned to: Portfolio Manager
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What’s happening: Client is signing the paperwork via DocuSign
- SLA: Same-day
- Next Step: Moves to Paper Upload (In Process) upon approval.
Action Item: Paper Upload
- When required: If submitted by STP
- Assigned to: Account Administration
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What’s happening: The Account Administration team is currently reviewing and uploading the signed documents to the system.
- SLA: Same-day
- Next Step: Moves to Pending Action (In Process) upon approval.
Action Item: Pending Action
- Assigned to: Account Administration
- What’s happening: Transmitting instructions to the custodian back-office system.
- SLA: Within 24 hours
- Next Step: Moves to Pending Confirmation upon completion.
Action Item: Pending Confirmation
- Assigned to: Account Administration
- What’s happening: Confirming requests have been successfully received.
- SLA: 1–2 business days
- Next Step: Moves to Completed upon confirmation.
- What's happening: Ticket is closed and finalized. No further action required.
Withholding Statement Updates
Below is the typical workflow an Withholding Statement Update ticket follows, outlining the various stages of the process, the roles responsible for each task, the specific actions being taken at each step, and the expected timelines for completion.
Stage: In Review
Action Item: Portfolio Manager Review
- When required: If submitted by someone other than the assigned Portfolio Manager.
- Assigned to: Portfolio Manager
-
What’s happening: Ensuring suitability of instructions.
- SLA: Same-day
- Next Step: Moves to Pending Action (In Process) upon approval.
Stage: In Process
Action Item: Pending Action
- Assigned to: Account Administration
- What’s happening: Transmitting instructions to the custodian back-office system.
- SLA: Within 24 hours
- Next Step: Moves to Transmitted upon completion.
Action Item: Transmitted
- Assigned to: Account Administration
- What’s happening: The Administration team has processed the request. A senior member of the Administration Team is now confirming that the instructions were entered
- SLA: Within 24 hours
- Next Step: Moves to Pending Confirmation upon completion.
Action Item: Pending Confirmation
- Assigned to: Account Administration
- What’s happening: Confirming requests have been successfully received.
- SLA: 1–2 business days
- Next Step: Moves to Completed upon confirmation.
Stage: Completed
- What's happening: Ticket is closed and finalized. No further action required.
W-8BEN & W-8BEN-E Form Updates
Below is the typical workflow an W-8BEN & W-8BEN-E Form Update ticket follows, outlining the various stages of the process, the roles responsible for each task, the specific actions being taken at each step, and the expected timelines for completion.
Stage: In Review
Action Item: Portfolio Manager Review
- When required: If submitted by someone other than the assigned Portfolio Manager.
- Assigned to: Portfolio Manager
-
What’s happening: Ensuring suitability of instructions.
- SLA: Same-day
- Next Step: Moves to Pending Action (In Process) upon approval.
Action Item: Preparing Paperwork
- When required: If submitted by STP
- Assigned to: Account Administration
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What’s happening: Ensuring suitability of instructions.
- SLA: Same-day
- Next Step: Moves to Sent to Client (In Process) upon approval.
Stage: In Process
Action Item: Sent to Client
- When required: If submitted by STP
- Assigned to: Portfolio Manager
-
What’s happening: Client is signing the paperwork via DocuSign
- SLA: Same-day
- Next Step: Moves to Paper Upload (In Process) upon approval.
Action Item: Paper Upload
- When required: If submitted by STP
- Assigned to: Account Administration
-
What’s happening: The Account Administration team is currently reviewing and uploading the signed documents to the system.
- SLA: Same-day
- Next Step: Moves to Pending Action (In Process) upon approval.
Action Item: Pending Action
- Assigned to: Account Administration
- What’s happening: Transmitting instructions to the custodian back-office system.
- SLA: Within 24 hours
- Next Step: Moves to Pending Confirmation upon completion.
Action Item: Pending Confirmation
- Assigned to: Account Administration
- What’s happening: Confirming requests have been successfully received.
- SLA: 1–2 business days
- Next Step: Moves to Completed upon confirmation.
Stage: Completed
- What's happening: Ticket is closed and finalized. No further action required.
Fee & Fund Disclosure Updates
Below is the typical workflow an Fee & Fund Disclosure Update ticket follows, outlining the various stages of the process, the roles responsible for each task, the specific actions being taken at each step, and the expected timelines for completion.
Stage: In Review
Action Item: Portfolio Manager Review
- When required: If submitted by someone other than the assigned Portfolio Manager.
- Assigned to: Portfolio Manager
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What’s happening: Ensuring suitability of instructions.
- SLA: Same-day
- Next Step: Moves to Compliance Review (In Process) upon approval.
Stage: In Proces
Action Item: Compliance Review
- Assigned to: Compliance Team
- What’s happening: Reviewing the instructions for regulatory and internal compliance.
- SLA: Within 24 hours
- Next Step: Moves to Pending Action upon completion.
Action Item: Pending Action
- Assigned to: Account Administration
- What’s happening: Transmitting instructions to the custodian back-office system.
- SLA: Within 24 hours
- Next Step: Moves to Transmitted upon completion.
Action Item: Transmitted
- Assigned to: Account Administration
- What’s happening: The Administration team has processed the request. A senior member of the Administration Team is now confirming that the instructions were entered
- SLA: Within 24 hours
- Next Step: Moves to Pending Confirmation upon completion.
Action Item: Pending Confirmation
- Assigned to: Account Administration
- What’s happening: Confirming requests have been successfully received.
- SLA: 1–2 business days
- Next Step: Moves to Completed upon confirmation.
Stage: Completed
- What's happening: Ticket is closed and finalized. No further action required.