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Use the FINTRAC Web Reporting System

From: Financial Transactions and Reports Analysis Centre of Canada (FINTRAC)

Note:
As the FINTRAC Web Reporting System is regularly enhanced and new features are integrated, some of the figures in this guide may appear differently in the system.

Learn about the main sections and features of the FINTRAC Web Reporting System to submit reports electronically to FINTRAC.

On this page

What is the FINTRAC Web Reporting System

The FINTRAC Web Reporting System allows you to individually submit reports electronically to FINTRAC. It is a secure system that is geared towards reporting entities with lower reporting volumes. If you need to submit high volumes of reports, please consult FINTRAC API report submission.

Currently, the FINTRAC Web Reporting System is available to submit Suspicious Transaction Reports.

Availability of FINTRAC's online systems

FINTRAC is currently implementing new reporting systems in a phased approach. For more information, consult:

Access the FINTRAC Web Reporting System

The FINTRAC Web Reporting System is available for current users to submit Suspicious Transaction Reports. New users (reporting entities) will be able to enroll at a later date. Guidance will be provided when available.

Navigate the FINTRAC Web Reporting System

Once you’ve accessed the FINTRAC Web Reporting System with the link provided to you by FINTRAC, the following options allow you to complete, view, submit, and find financial transaction reports (see Figure 1):

FINTRAC Web Reporting (FWR) Home page with options to create a new report, manage reports, upload batch files, and perform a quick search.
Figure 1: Main sections of the FINTRAC Web Reporting System home page

Using the main menu in the top right corner, you can sign out from the system or navigate to the following pages (see Figure 2):

Mobile navigation menu displaying options including Home, Manage Reports, Upload batch files, User management, Toggle AB test, and Sign out.
Figure 2: Drop-down main menu for FINTRAC Web Reporting System

Report on behalf of multiple organizations

If your email address is associated with multiple organizations, use the organization drop-down menu located in the top right corner to select the organization for which you want to submit or manage reports (see Figure 3). If you are a service provider, use the additional reporting on behalf of drop-down menu to select the organization on behalf of which you are reporting (see Figure 4).

FINTRAC FWR Home page with options to create/manage reports, upload batch files, and quick search. Dropdown for batch certification tests open.
Figure 3: Drop-down menu to select your organization
FINTRAC Web Reporting (FWR) Home page with a dropdown menu for 'Reporting on behalf of' open, showing 2 options.
Figure 4: Drop-down menu for service providers to select the organization on behalf of which they are reporting

User Management

The User Management page allows you to view your organization’s information and the report types permitted for online submission.

From the right side navigation menu, select Locations to manage your organization’s locations for report submission.

Panel showing organization info: number, name, admin, location, phone, and report types for online submission (STR, LCTR, CDR, EFTR).
Figure 5: Organization information

Locations

From the Locations page, you can add and maintain locations for report submission. (see Figure 6)

List of 32 locations with RE Loc. number, name, address, status (active), and actions (edit, deactivate) for each location.
Figure 6: List of locations

Form to input location info including reporting entity location number, location name, street address, city, country, postal code, and save button.
Figure 7: Adding or modifying a location

Using the main menu in the top right corner, you can sign out from the system or navigate back to the home page.

Complete and submit reports to FINTRAC

From the FINTRAC Web Reporting System home page, select the type of report you wish to submit (see Figure 8).

Note: Currently, the only available option is Suspicious Transaction Reports.

Create a new report to submit to FINTRAC
Figure 8: Create a new report to submit to FINTRAC

This opens the Report Details section of the Suspicious Transaction Report form (see Figure 9).

FINTRAC STR page showing sections for General Info, Reporting Entity Types, Contact Info, and Report Info. Options: Save, Validate, Report List, Transactions.
Figure 9: Report details for Suspicious Transaction Report

Each section of the Report Details tab can be expanded to reveal fillable form fields.

Please note that fields marked with an asterisk symbol (*) are mandatory and must be completed, and those marked with a dagger symbol (†) are mandatory if applicable. You must take reasonable measures to obtain the information for all non-mandatory fields in the report, if they are applicable. Hovering over the question mark (?) symbol shows additional information about the field.

For detailed instructions on the main sections and the type of information required in each field, please refer to the following guidance: Reporting suspicious transactions to FINTRAC. Within this guidance, Annex A contains instructions on how to complete the standardized and specific fields in a Suspicious Transaction Report.

FINTRAC STR page showing fields for Legal Name, Report Reference Number, and Ministerial Directive with help text
Figure 10: Report Details fillable form fields

Report Details Navigation Menu

When you fill out a report, you can use the navigation menu at the top of the screen to move between the main sections:

You can also view a summary of the report you are working on. The icons in the right corner allow you to save, print, validate or submit the report. (See Figure 11).

Navigation menu options
Figure 11: Navigation menu options

Report Details

In the Report Details section enter your reporting entity report reference number and select your activity sector from the drop-down menu. You must also indicate if your report is being triggered by a Ministerial Directive. (See Figure 12).

FINTRAC STR page showing 'Activity Sector' dropdown menu with various options and contact information displayed.
Figure 12: Suspicious Transaction Report Details

Transactions

The Transaction section allows you to add one or more transactions in a report. Use the plus “+” and “x” buttons to add or delete transactions. (See Figure 13).

FINTRAC transaction details page showing fields for transaction status, date, method, time, reference number, location, and purpose
Figure 13: Transaction section

Fill out the form fields as applicable, using the side navigation menu to add details on the transactions starting and/or completing actions. (See Figure 14).

FINTRAC transaction page showing 'Starting Action Details' with fields for direction, amount, currency, exchange rate, reference number, and additional transaction details.
Figure 14: Transaction details

Use the Add and Remove buttons at the bottom of the page to add or delete additional Starting and/or Completing actions. When you navigate between Previous and Next transactions, the information is automatically saved. (See Figure 15).

FINTRAC transaction page showing 'Completing Action Details' with fields for disposition details, amount, exchange rate, reference number, and beneficiary information.
Figure 15: Starting and completing actions

Use the corresponding Add or Remove buttons on each sub-section’s page to add or delete elements within each Starting and Completing action. For example, you can add or remove a beneficiary. (See Figure 16).

Add or remove a beneficiary
Figure 16: Add or remove a beneficiary

The disposition details you select will also change the types of sub-fields available to be filled. For example, virtual currency transaction detail fields appear if “added to virtual currency wallet” is selected as the disposition type. (See Figure 17).

FINTRAC page showing 'Virtual Currency Details' with options to add transaction ID, sending address, and receiving address.
Figure 17: Disposition details

Use the bottom navigation buttons to save and validate your form fields, and use Return to list to view a full list of all the transactions that have been added to the report. (See Figure 18).

FINTRAC STR page showing 'Transactions' tab with a list of transactions, reference numbers, date/time, and actions. Options: save, validate, add transaction.
Figure 18: List of transactions in report

Details of Suspicion

The Details of Suspicion section is where you can enter the narrative that explains your grounds for suspicion that led to your decision to submit a Suspicious Transaction Report to FINTRAC. (See Figure 19).

Form showing 'Details of Suspicion' and 'Actions taken' fields with options for suspicion type, project names, PEP question, related reports, and submit button.
Figure 19: Details of Suspicion

In this section, you can indicate:

Note: The Details of Suspicion section of the Suspicious Transaction Report form must not be completed if the transaction is being reported to FINTRAC under a Ministerial Directive.

For more information on completing the Details of Suspicious Transaction section, please refer to the following guidance: Reporting suspicious transactions to FINTRAC.

Subjects

The Subjects section lets you create different subject profiles to help streamline the entry of information in the report fields. Please note that subjects can also be created in the Transaction section – and that this will automatically add them to the list of subjects under the Subjects section. (See Figure 20).

FINTRAC page showing 'Details of Suspicion' with fields for description, suspicion type, project names, PEP info, and actions taken
Figure 20: Adding and managing subjects

A subject is a person or entity involved in a transaction and must be included in the report. Subjects can be:

When you select the Add new subject button, you will be able to select a subject type from the drop-down menu. The type you select will change the information fields that can be populated. When you finish entering the information, select save to create the subject. (See Figure 21).

FINTRAC STR page with 'Subjects' dropdown menu options: Person Name, Entity Name, Person Details, Entity Details, Person and Employer Details
Figure 21: Subject type drop-down menu

Subjects can also be created within each transaction’s Starting and Completing action. For example, you can select, edit, or create a subject to reference under Account Holders or Conductor Subject Details. (See Figure 22).

FINTRAC STR page showing 'Account Holders' section with options to select, edit, or create a new subject
Figure 22: Account Holders

Previously created subjects can be reused as you navigate through each section of the report, and the subject’s information will auto populate the fields accordingly when selected.

If a person or entity has more than one role in a report (for example, a person is both the conductor and beneficiary in the transaction), the subject profile can be selected to populate fields for all transactions in the same report where it was created. However, subjects in one report will not be available for selection in other reports due to privacy considerations.

Report Validation

Validation errors and warnings help ensure accurate and complete reporting and help your organization meet its reporting obligations. You can submit a report when either of the following conditions are met:

  1. You have no errors or warnings present in your report; or
  2. You have addressed all warnings, and upon review, have concluded that they do not apply to your report.

Once you have filled out a report, use the Validate button in the report navigation menu or at the bottom of the screen. The System will indicate where information is missing, incorrect, or improperly formatted.

If errors were found through the validation process, you will be notified of the fields that need to be corrected. Select the link in the validation summary to view and address the errors. (See Figure 23).

There are two types of validation messages that can be displayed in a financial transaction report:

  1. Warning: This message will be displayed when if applicable information is not provided or is incomplete. This does not prevent you from submitting the report to FINTRAC. However, if the information is available in your records, you are required to provide it in the report.
  2. Reject: This message will be displayed when mandatory information is missing. You will not be able to submit the report until the missing mandatory information is provided.

When the validation process is complete, and no errors remain, you will be able to submit your report to FINTRAC by selecting the Submit button.

FINTRAC STR page showing validation messages: warning for missing conductor details and two rejections for validation errors
Figure 23: Example of validation messages

Summary

The Summary section provides an overview of all the information you’ve provided in the report. If you wish to print a copy of the report for your records prior to submission, do so on this screen as you will not be able to view or print once a report is submitted. To print a report, click on the printer icon in the navigation menu. (See Figure 24).

FINTRAC STR summary page showing report details including reference number, entity number, activity type, report type code, sector, contact, and transactions
Figure 24: Report summary

Manage reports

To view, edit, delete, and validate the list of incomplete and submitted reports for your organization, select the report type you wish to manage under Manage reports on the FINTRAC Web Reporting System home page and use the corresponding buttons under the Actions column. (See Figure 25).

The filter will allow you to search for reports by keywords such as the report entity report reference number. Use the toggle button to view incomplete reports that have been started by your organization or a list of reports that have already been submitted. (See Figures 26 and 27).


Manage reports
Figure 25: Manage reports

FINTRAC STR list showing incomplete reports with status, reference number, last updated by, date, and actions to view, edit, or delete.
Figure 26: List of incomplete reports

FINTRAC STR filter options for keyword, date range, incomplete or submitted STRs, with columns for type, status, source, reference number, and actions
Figure 27: List of submitted reports

Upload batch files (Generation 1 reports)

If you previously used CloudMask to submit batch files, the following interface is for your organization to submit, change or delete Generation 1 reports. (See Figure 28).

Note: Generation 1 reports are completed using form fields in place before FINTRAC provided updated reporting forms that reflect the June 1, 2021 Regulatory amendments of the Proceeds of Crime (Money Laundering) and Terrorist Financing Act (the Act) and associated Regulations. For more information, please refer to the Modernization and upcoming changes impacting reporting entities (canada.ca).

Page for batch file upload with instructions, file type requirements, and a drag-and-drop upload area. Submit and Clear buttons.
Figure 28: Upload batch files (Generation 1 reports) page

Upload one batch file per action type (add, change or delete) and Generation 1 report type at a time using the specifications outlined in the batch reporting instructions and specifications. Please refer to Appendix A for more details on the batch reporting instructions and specifications.

The system only accepts the following file types based on the report type, up to 300MB:

Select the drop zone to select the batch file or drag and drop the batch file onto the bordered area. Batch files may be rejected if the encryption or file extension are invalid.

To help you submit Suspicious Transaction Reports based on previous legislative requirements (Generation 1 reports) using field correspondence key, consult: Guidance on submitting Suspicious Transaction Reports (STRs) in Generation 1 reporting format.

Appendix A

Standard batch reporting instructions and specifications

SWIFT batch reporting instructions and specifications

XML batch reporting instructions and specifications

XML schema

Note: The XML schemas are in .TXT files, you should save them as .XSD files.

Codes for error messages

Reporting related codes

In your batch reports you will be required to provide codes for information about countries, provinces, territories, states, currency, etc. The attached tables provide the necessary codes. Two formats are offered for better accessibility TXT=text format and XLS= Microsoft Excel.

Related guidance

Date Modified: