What are SEPA Payments?

If you’re an e-money institution looking for a simplified, harmonized, and cost-effective approach to cross-border euro transactions, obtaining an Electronic Money Institution (EMI) license from a national regulator within the European Economic Area (EEA) and consequently gaining access to the Single Euro Payments Area (SEPA) schemes is the goal you should pursue. For EMI licensees, SEPA can have significant implications, from driving operational efficiency and international expansion to ensuring regulatory compliance and ultimately bolstering their position as key players in the European financial services market.

What Is SEPA?

The Single Euro Payments Area (SEPA) can be defined as an integrated market for electronic payments in the euro within the EEA, with no distinction between national and cross-border payments. In 2008, SEPA was launched by the EU to provide EEA citizens and businesses with secure, competitively priced, user-friendly, and reliable payment services in euros.

Currently, SEPA consists of 36 members – the 27 member countries of the EU, the four members of the European Free Trade Association (Iceland, Liechtenstein, Norway and Switzerland), and the UK. From the perspective of EMI licensees, SEPA payments can be understood as an infrastructure designed to facilitate swift, efficient, and cost-effective cross-border euro transactions.

The key objectives of SEPA:

• Standardize payment methods, formats, and procedures within the eurozone
• Make euro payments faster and more efficient
• Make cross-border transactions within the eurozone as easy as domestic payments
• Promote the harmonization of regulations across the eurozone
• Promote competition among financial service providers by removing barriers to entry and encouraging innovation
• Encourage customer-centric payment services

How Does SEPA Work?

There are several essential components of the SEPA infrastructure that you should be aware of in order to grasp how it functions and how you can prepare your e-money institution for it. In essence, SEPA works by unifying the rules and standardizing formats and processes for euro transactions across the eurozone. It includes enforcing standardized transaction timelines, processes for payment clearing and settlement, rules for dispute resolution, and liability frameworks. To ensure that all euro transactions adhere to consistent rules and formats, it uses standardized payment instruments, such as SEPA Credit Transfer (SCT) for credit transfers and SEPA Direct Debit (SDD) for direct debits.

SEPA eliminates the need for additional compliance and adaptation when conducting cross-border euro transactions which creates a more streamlined and cost-effective environment for businesses and consumers. EMIs operating within the SEPA framework no longer face the hurdles of varying national payment systems and standards. The elimination of additional compliance requirements and the need for country-specific adaptations allows EMIs to focus on core activities and improve their processing capabilities.

SEPA relies on a network of participating banks that can be referred to as SEPA-compliant banks. These banks adhere to SEPA standards and are responsible for processing SEPA payments and facilitating cross-border transactions. EMIs must establish relationships with SEPA-compliant banks to access the SEPA network and become SEPA scheme participants. It’s also possible to seek connection through a central bank of your EMI’s jurisdiction, however, this option is more costly and difficult. That said, the Central Bank of Lithuania is an exception to this general rule as it permits financial institutions to connect to CENTROlink, allowing them to provide their clients with direct access to SEPA without the necessity of commercial banks acting as intermediaries.

Like any other financial institution willing to be part of SEPA, your EMI can choose from two modes of participation – either become a direct participant, or a SEPA-compliant clearing house. EMIs opting for direct participation connect directly to the SEPA network, allowing them to manage their payment flows internally and maintain a high degree of operational autonomy by having control over the entire payment process from initiation to settlement. EMIs may also choose to work with SEPA-compliant clearing houses, which consolidate and process payments on behalf of multiple financial institutions, this way allowing them to outsource certain aspects of payment processing and streamline operations.

For the SEPA schemes to work, SEPA transactions require the use of common identifiers, specifically the International Bank Account Number (IBAN) and the Bank Identifier Code (BIC). The IBAN uniquely identifies bank accounts, and the BIC identifies the financial institutions involved in the transaction. This way, SEPA promotes interoperability within financial institutions and payment service providers which is essential for processing cross-border euro transactions efficiently.

SEPA transactions often require strong customer authentication (SCA) to strengthen security. This authentication involves multiple layers of verification to ensure that the identities of both the payer and the payee are confirmed during a transaction. This security measure should be part of your EMI’s protection strategy designed to safeguard customer data from unauthorized access and fraudulent activities. When customers know that their transactions are protected by strong authentication measures, they are more likely to trust and continue using your services.

Benefits of SEPA Payments for EMI License Holders

Having access to SEPA allows EMIs to strengthen their presence within the eurozone by accessing quite an extensive array of benefits. From SEPA-enabled cost savings and operational improvements to regulatory clarity and safety, there are many reasons for your EMI to be part of this open and inclusive initiative.

EMIs can benefit from SEPA payments in a variety of ways:

• SEPA provides a streamlined, efficient process for cross-border payments which allows EMIs to save costs and resources, and focus on core operations and business expansion
• Streamlined payment processes mean that the delays in receiving payments are minimized, and EMI license holders can have access to their funds promptly which allows them to focus on timely investments and operational activities
• Thanks to the same streamlined processes, SEPA offers swift fund transfers, ensuring that EMI licensees can provide efficient and timely services to their customers which results in improved customer satisfaction, making EMIs more competitive in the market
• Due to the standardized payment formats and the absence of currency conversion, EMI licensees can significantly reduce transaction costs, and improve profitability
• SEPA often involves direct debits and regular, scheduled payments which makes it easier for EMI license holders to predict incoming funds, allowing them to improve financial planning and cash flow management
• Since SEPA consists of 36 countries, by leveraging its infrastructure, EMIs can expand their services to a very broad clientele, explore new markets, and diversify their customer base
• SEPA adheres to stringent security standards and data protection regulations which for EMIs reduces the risk of unauthorized access, data breaches, and fraudulent activities
• SEPA aligns with legal and regulatory frameworks within the eurozone which ensures that EMI license holders can operate with legal clarity and predictability, reducing compliance-related challenges and uncertainties that often come with international transactions

SEPA Regulations

Adhering to SEPA regulations is a necessity for the long-lasting success of your EMI. Only by being able to navigate the regulatory framework and ensuring SEPA compliance, you can avail yourself of the benefits SEPA offers, and ensure that all transactions are processed in a way that minimizes inherent risks. Therefore, you should take note of the applicable legal acts and the consequences of non-compliance.

SEPA is primarily regulated by several key EU regulations and directives:

• Regulation (EU) No 260/2012, or SEPA Regulation, established the technical and business requirements for credit transfers and direct debits in the euro within the EU, including the foundation for the SCT and SDD schemes
• Directive 2007/64/EC, or the 1st Payment Services Directive (PSD1), laid the groundwork for SEPA by establishing rules for payment services in the EU and defining various payment services, including credit transfers and direct debits, and setting out certain principles for their regulation
• Directive (EU) 2015/2366, or 2nd Payment Services Directive (PSD2), didn’t directly revise SEPA rules but introduced important changes to the regulation of payment services in the EU which influenced the entire financial services market (e.g., introduced payment initiation and account information services relevant to SEPA)
• Regulation (EU) 2019/518, or Cross-Border Payments Regulation, was designed to ensure transparency and fairness for cross-border payments in the EU and therefore reinforces the principles of SEPA in making cross-border euro payments as efficient and cost-effective as domestic transactions

You should also mind the legal implications of non-compliance with SEPA regulations:

• Regulatory authorities may impose fines and penalties which can be substantial and have a direct impact on your EMI’s financial stability
• Non-compliance can harm your EMI’s reputation and eliminate the trust of customers, partners, and investors which can result in lost business opportunities and long-term damage to your brand
• Non-compliance can lead to operational disruptions, as you may be barred from participating in the SEPA network which would affect your ability to serve customers effectively
• In severe cases of non-compliance, legal actions can be taken against EMIs, leading to costly legal battles and potential shutdown of operations

Our team here at Regulated United Europe would be delighted to help you access all the benefits SEPA has to offer, and at the same time ensure that your EMI isn’t exposed to any legal risks while focusing on the development and day-to-day operations of e-money products and services. Our experts can guide you through the compliance process, helping you navigate the regulatory framework and plan your operations accordingly. We encourage you not to leave your business to chance and instead contact our team today.

SEPA Payment Schemes Relevant to EMI Licensees

There are several SEPA payment schemes relevant to EMIs, each designed for specific transaction types and scenarios. These schemes can provide your EMI with a diverse set of tools necessary to meet its customers’ payment needs efficiently and securely. By leveraging the appropriate SEPA payment schemes, your EMI can enhance its operational capabilities and offer a more comprehensive package of payment services.

The main types of SEPA payment schemes are:

• SEPA Credit Transfer (SCT) is used for one-time and recurring credit transfers, which makes it suitable for various payment scenarios, including salary payments, vendor payments, and customer refunds; its benefits include time efficiency, cost efficiency, and transaction simplicity
• SEPA Direct Debit (SDD) is used for both one-time and recurring debit transactions which makes it suitable for EMI use cases like subscription payments and utility bill collections; its benefits include cash flow predictability, customer convenience, and reduced payment administration due to automated payment collections
• SEPA Instant Credit Transfer (SCT Inst) is designed for real-time or near-instant credit transfers, ideal for cases where immediate payment settlement is required; it allows EMIs to meet the growing demand for immediate fund transfers, and this way strengthen their value proposition
• SEPA Business to Business (SCT B2B) is designed for euro transactions between businesses, with specific benefits for companies that require additional data and transaction information in their payments; this scheme allows EMIs to cater to the specific demands of B2B clients, providing solutions that support their financial workflows
• SEPA Direct Debit Business to Business (SDD B2B) is designed for euro direct debit transactions between businesses, offering the same benefits of enhanced data and reconciliation as the SCT B2B scheme but focusing on direct debit transactions between businesses; it allows EMIs to streamline collections and payment processes for B2B clients

SEPA Technical and Operational Requirements

If joining SEPA sounds like a decision that aligns with your EMI business’s growth and expansion strategy, it’s crucial to carefully analyze and understand the technical and operational requirements that you’ll have to meet in order to succeed in taking this strategic step. To meet these requirements, you might need to consider using SEPA-specific software or payment processing platforms, and potentially collaborate with software providers or developers with expertise in SEPA compliance. If you need help making an informed decision, remember that our team has over six years of experience in helping fintech companies grow and can help you look at various options through the legal lens within the context of your specific business model.

Essential SEPA technical and operational requirements:

• As mentioned earlier, SEPA mandates the use of IBAN and BIC in payment transactions which means that you should update your customer records to include IBAN and BIC details
• SEPA transactions require specific message formats for SCT and SDD messages which means that you’ll have to implement message format standards in your payment systems and validate the structure and content of your SCT and SDD files to ensure compliance
• Most likely, you’ll be obligated to implement SCA measures, including utilizing multi-factor authentication, tokenization, or biometric authentication to verify the identities of both payers and payees
• Since SEPA sets standardized timelines for payment processing, you’ll have to adapt your payment processes accordingly and ensure that payments are initiated, cleared, and settled within the specified timeframes to avoid delays and non-compliance
• For SDDs, customer mandates are required to authorize recurring payments, and you’ll have to establish a process for obtaining and managing customer mandates
• SEPA defines procedures for handling reversals and disputes, including the use of R-transactions for SCT and R-transactions for SDD, and you’ll have to develop relevant procedures
• It will be crucial to establish comprehensive risk management protocols that include fraud detection, monitoring, and prevention
• You’ll also have to create a workflow for customer communications in order to distribute clear and informative communication materials for your customers, including guidance on IBAN and BIC use, mandate management, and other SEPA-related topics

How to Join the SEPA Network

We hope that by now you clearly see that transitioning to SEPA payment methods would be a strategic move for your EMI if you’re looking to expand your services within the eurozone. If that’s the case, you can start taking the steps needed to transition to SEPA payments as soon as you have a robust understanding of SEPA regulations, payment schemes, standards, and technical and operational requirements.

The process of SEPA implementation involves the following:

• Verifying that your EMI license covers SEPA transactions (it must be obtained from a national regulator within the EEA)
• Evaluating your existing payment infrastructure, systems, and processes in order to identify any gaps or areas that require modification to comply with SEPA standards
• Updating your systems and procedures to meet SEPA technical standards, including the assurance that you can send and receive SCT and SDD files
• Conducting rigorous testing of your systems to ensure they are fully compatible with SEPA requirements
• Choosing banking partners that are SEPA-compliant, and establishing relationships with them
• Informing your customers about the transition to SEPA and guiding them through the changes, including the use of IBANs and BICs
• Ensuring that your staff members are well-trained in SEPA processes and are able to assist customers
• Implementing robust compliance and risk management protocols to adhere to SEPA regulations

While SEPA boasts plenty of benefits, your EMI’s transition to SEPA payments can be complex and challenging, and we strongly recommend speaking to our experienced team of lawyers, business developers, and finance professionals here at Regulates United Europe. We can provide a personalized SEPA consultation which will lead to actionable insights relating to careful planning of SEPA implementation, its meticulous execution, and ongoing SEPA compliance.

Ensuring Ongoing EMI Compliance with SEPA Regulations

If you succeed in integrating SEPA payments, there will be a heap of ongoing SEPA legal obligations that your e-money institution will have to fulfill in order to ensure the smooth and secure operations of financial services within the eurozone. Many of them are the same as the technical and operational requirements that your company will have to meet in order to be eligible for SEPA payment schemes.

In addition to those requirements, you’ll also be obligated to meet the following SEPA regulatory requirements:

• Implement a compliance monitoring program to continuously track adherence to SEPA requirements, including regular reviews of operations to identify and address non-compliance issues and take corrective actions as necessary
• Fulfill legal and regulatory reporting requirements related to their SEPA activities, including reports on transaction data, compliance records, and adherence to SCA measures
• When entering into agreements with SEPA-compliant banks or payment service providers, you’ll have to ensure that these contracts are fair, compliant, and in the EMI’s best interests which is why legal scrutiny of these contracts is essential, and you should seek our assistance
• SEPA regulations may change over time and anytime, and you must stay informed about updates and adapt your EMI operations accordingly to remain compliant

If you wish to implement SEPA payments into your EMI’s operations, our team here at Regulated United Europe will be delighted to support you in ensuring that your company fully complies with the relevant legal requirements and establishes efficient SEPA-related processes. If you haven’t obtained an EMI license yet, we can certainly guide you through the license application process or lead the acquisition of a ready-made company with an existing e-money institution license. With experienced lawyers, business development professionals, and financial accountants at your side, you will find the process of complying with SEPA regulations easy, seamless, and transparent. Contact us now to schedule a personalized SEPA consultation and set the stage for long-lasting success.