V.C.M.W. Sigma

                             Filling in the Debit Mandates- Guide

Dear Sigmate,

A debit mandate is a form on which someone indicates they agree with Sigma taking a certain amount of money from their account. To be able to do this, you have to comply with a set of terms and conditions. Continuous debit mandates (CDM) work the same as single ones, with the exception that they can be used multiple times throughout the academic year. The CDM is valid for an entire year up to an amount €400,00. Every mandate has a unique code or ‘kenmerk machtiging’ which is the student number + date mandate was filled in + xxx. (1234567 01012020 xxx). The xxx are present so you can fill in a new number every time you use the mandate to collect money. So, the first code will be 1234567 01012020 001 and the second 1234567 01012020 002 etc.

Every sub part will be covered extensively in the next couple of pages. Please export your debit mandate to a pdf file before sending it to sigma@science.ru.nl

1)    Mandate ID

The mandate ID needs to be unique for every form. That’s why it consists of a personal part, and a timestamp. The personal part is the student number without the ‘s’. The timestamp is the date of that day without dashes in the dd-mm-jjjj format ( e.g. the 7th of April 2018 becomes 07042018). The last part is a serial number. This is the amount of debit mandates you have filled in that day. So if we take student 1234567, who fills in two mandates on the 14th of April 2018, you will get 1234567140420181 and 1234567140420182. Assuming nobody fills in more than 9 mandates per day, the mandate ID will always be 18 figures.

2)    Statement

The statement says in words what the mandate is for. There are 2 parts you need to fill in. The first is a description of what you are paying for. This can be really short, like ‘ONCS’, or ‘Membership’ to give a couple of examples. Make sure the description is clear, so the Treasurer knows where to book the amount.The second part is the date at which the amount is debited. Next you will see a table that indicates which date has to be filled in what time. Beware, some activities may have a different date, this will be communicated by the Treasurer. To keep things clear for the Treasurer, always write this down. The Single Debit Mandate can be used just one time. The Continuous Debit Mandate has a validity of one year. The Continuous Debit Mandate for the entire study period can be used during the years that you specify in the form.

3)    Personal Data

The person filling in the mandate has to write down their name, address, and contact info. The name needs to be written down as initials + last name, so ‘Jan Pieter Minckeler’ becomes ‘J.P. Minckeler’. The contact info is not mandatory, but please do provide it in case there is a problem with the mandate.

4)    Payment Data

With the payment data the amount is indicated, as well as the account number in IBAN format. This means for Dutch bank accounts, it starts with NL, followed by two digits, then four letters to specify the bank, like ‘RABO’ or ‘INGB’. The last part consists of 10 digits to specify the specific account. Sigma’s IBAN is NL64 RABO 0135 8584 61.

5)    Signature

The mandate has to be signed with a signature in the specified box and the date of signing has to be specified next to ‘Nijmegen’. Again the date has to be ‘dd-mm-jjjj’ or at least ‘dd-mm-jj’. If you don’t write down the year, technically the mandate could be used again next year.

6)    Advance Notice

As debtor, Sigma is obligated to give an advanced notice to the paying party, at least 2 weeks before we take the money off your account.

Debit dates

Every month on the 28th, all mandates will be executed. This date was chosen with care, because it’s right after the student loans of the Dutch government come in, and every month has a 28th day. Every mandate has to be announced at least 2 weeks in advance.