Bacs Registered Facilities Management Provider
What is a facilities management provider?
A facilities management provider (FM provider) is a service user that collects and possibly also administers Direct Debits on behalf of another organisation (the FM client), whether or not that other organisation is a service user in its own right.
This is different from a commercial bureau, which undertakes the processing function and possibly the administration of Direct Debits, on behalf of a service user.
FM providers who are also a payment service provider (PSP) (as defined specifically by section 42 of the Financial Services (Banking Reform) Act 2013* where their primary focus is payment provision, including Direct Debit facilities management services to other organisations(s), who are not part of the same business entity or group) are required to register with Pay.UK and annually attest compliance to the bulk change process, when its implementation is requested.
*Definition of PSP from section 42 (point 5) of the Financial Services (Banking Reform) Act 2013:
Payment service provider in relation to a payment system, means any person who provides services to persons who are not participants in the system for the purposes of enabling the transfer of funds using the payment system.
All FM Providers, regardless of whether they are registered with Pay.UK or not, are required to comply with all FM Provider-specific and Service User rules and requirements detailed in The Service User’s Guide and Rules to the Direct Debit Scheme. This includes the requirement to use the Bulk Change Process when requested to do so.
It should be noted that a facilities management provider’s sponsoring PSP is responsible for assessing its suitability as a service user operating as a facilities management provider, and for ensuring its compliance with the rules and procedures for the use of the Bacs service.
Please also note that as from 03 March 2025 the Bacs Commercial Facilities Management Accreditation programme ceased and is no longer a valid concept.
Identification of facilities management providers
It is the responsibility of sponsoring payment service providers (sponsoring PSPs) to identify service users / prospective service users that are providing / are intending to provide a facilities management proposition for Direct Debit. In addition:
- There may be occasions where we identify organisations as an FM provider.
- Service users may also proactively confirm to their sponsoring PSP that they are offering facilities management services.
Becoming registered
For those FM providers who are within scope of the requirement to be registered it should be noted that Registration is separate from any contractual arrangements between the applicant organisation (the service user) and its sponsoring PSP . If an applicant organisation is not yet a service user, it will be required to complete the facilities management registration process before it begins to collect Direct Debits on behalf of third-party organisations.
Steps in the registration process:
- Registration application form provided by sponsoring PSP and the completed form is returned to sponsoring PSP for validation
- Validated form sent to Pay.UK by sponsoring PSP
- Pay.UK will provide further documentation to the applicant organisation for completion. This will include:
- A facilities management registration agreement. This is a standard legal agreement creating a contract between Pay.UK and the applicant organisation.
- Direct Debit Instruction for collection of the registration fee. Upon confirmation of registration the fee will be collected.
Timeframe for completing registration
It is anticipated that the end-to-end registration process will take approximately one month, although this can vary on a case-by-case basis.
Ongoing requirements of registration
Each registered organisation will be required to complete an annual compliance statement.
Further information
For further details about seeking sponsorship and, where applicable, registration as an FM provider, please contact your sponsoring PSP in the first instance.