Forms
Forms
Business Flow - Required Documents
Procedure for 3-Year Updates via SmartOffice
To ensure the smooth completion of 3-year updates, we have outlined the recommended procedures. The method you choose will depend on your business needs and what is easiest for you.
Key Requirement:
For a 3-year update, a fully completed and signed RegBI NAF (all 16 pages) is required, even if there are no changes to the client's information.
Two Approaches for Updating the RegBI NAF:
1. Proactive Client Communication (Recommended)
Contact the client in advance to discuss any potential updates.
Make any necessary changes to the RegBI NAF before the meeting.
Have the client sign the updated RegBI NAF.
2. Client Review of Existing RegBI NAF
Bring the existing RegBI NAF to the client meeting.
Review the form with the client and mark any areas to be updated.
Make the necessary changes (e.g., update personal information, risk tolerance, etc.).
Have the client initial the changes.
Update SmartOffice with the new information.
Save the updated record in SmartOffice.
Submit the signed form with the client's initials on the changes.
Important Notes:
Changes in Risk Tolerance or Goals: If the client's risk tolerance or goals have changed, update the Investment Policy Statement (IPS) to reflect this, including the new % loss and % gain associated with the updated risk tolerance.
Additional Considerations:
Always request trusted contact information for the client's account.
Automate processes such as ACH, ON Demand, and email updates.
Update beneficiary information if applicable.
Build relationships with beneficiaries where possible.
Best Practices for Client Interaction:
Client Pushback: If a client resists providing updated information (e.g., trusted contacts, beneficiaries), make a note in SmartOffice about the conversation to document that you made an effort.
Forms and procedures for transferring clients and processing new business
Remember the KCD New Account Form, Investment Disclosure Forms, and Customer Information Brochure are two-sided forms.
BENEFICIAL OWNERSHP Certification (FINCEN FORM)
BROKERAGE ACCOUNT DISCLOSURE
BROKERAGE TRANSACTION DISCLOSURE
CERTIFICATES OF DEPOSIT DISCLOSURE STATEMENT
CHANGE OF ADDRESS REQUEST FORM
CHANGE OF ADDRESS REQUEST FORM (FILLABLE)
communication with the public compliance approval
CUSTOMER DISCLOSURE BROCHURE
HOW TO PROCESS BUSINESS
Illiquidity Acknowledgement
IRA WORKSHEET
IRA TO IRA ROLLOVER FORM(Custodian to Client to Custodian) CLIENT CAN CASH THE CHECK
ROLLOVER FORM(From Employee Sponsored Program to Client or Custodian)
MUTUAL FUND SWITCH LETTER
MUTUAL FUNDS INVESTMENT DISCLOSURE
Forms and procedures for Investment Advisory
Remember to be aware of multiple page documents and to check with KCD for appropriate licensing and registration before attempting to conduct or process advisory type transactions.
KCD Financial Business Processing
You can access Hilltop Securities forms by logging into the broker station and clicking "Learning Exchange" on the drop down menu. Then, click on the "Departments" icon, then on the word "Department Forms." This will bring you to the list of forms.