ACAT Transfer Tracking Template

ACAT TRANSFER TRACKING TEMPLATE
For RIA Firms – Stop Losing Track of Client Transfers

HOW TO USE THIS TEMPLATE

PURPOSE:
Track all client ACAT (Automated Customer Account Transfer) transfers in one centralized location so nothing falls through the cracks.

SETUP INSTRUCTIONS:

1. Copy this template to your own spreadsheet or CRM
2. Create a new row for each transfer you initiate
3. Update status daily or every 2-3 business days
4. Alert clients when status changes or issues arise
5. Archive completed transfers after 90 days

STATUS DEFINITIONS:

• Submitted: Paperwork sent to delivering firm
• In Progress: Transfer accepted and processing
• Pending Info: Waiting on additional documentation
• Rejected: Transfer rejected (document reason in Notes)
• Completed: Assets received at destination firm
• Partial: Some assets transferred, others pending

BEST PRACTICES:

• Check custodian portals every 2-3 days
• Set calendar reminders for expected completion dates
• Update client if transfer exceeds 7 business days
• Document all phone calls with custodians in Notes field
• Flag any transfers over 10 days as ‘URGENT’

CONDITIONAL FORMATTING GUIDE:

Status Column Colors:

• Submitted → Light Blue
• In Progress → Yellow
• Pending Info → Orange
• Rejected → Red (white text)
• Completed → Green
• Partial → Light Orange

Days Elapsed Column Colors:

• 0-5 days → Green (On track)
• 6-7 days → Yellow (Normal but monitor)
• 8-10 days → Orange (Getting delayed)
• 11+ days → Red (URGENT – investigate immediately)

WEEKLY REVIEW CHECKLIST:
Every Monday morning, review this tracker:
□ How many transfers are currently ‘In Progress’?
□ Any transfers over 7 days old? (Flag for follow-up)
□ Any transfers in ‘Pending Info’ over 3 days? (Call client)
□ Any transfers expected to complete this week? (Verify in custodian portal)
□ Any new transfers to add from last week?
□ Update all ‘Days Elapsed’ calculations
□ Send status updates to any anxious clients

COMMON TRANSFER ISSUES & SOLUTIONS:

Issue: Transfer Rejected – ‘Account Not Found’
Solution:
• Verify account number with client
• Check if account was recently closed
• Confirm spelling of client name matches exactly

Issue: Transfer Delayed – ‘Missing Signature’
Solution:
• Identify which signature page is missing
• Email client immediately with specific request
• Follow up in 24 hours if not received

Issue: Partial Transfer – ‘Restricted Securities’
Solution:
• Identify which securities can’t transfer
• Determine if they should be liquidated first
• Document client’s decision in Notes

Issue: Transfer Delayed – No Clear Reason
Solution:
• Call delivering firm’s transfer desk directly
• Get specific status and estimated completion
• Document conversation in Notes
• Set reminder to call back in 2 days if not resolved

ESCALATION PROCESS:
If a transfer is stuck for 10+ business days:
Step 1: Call delivering firm’s transfer desk
Step 2: Request supervisor if front-line can’t resolve
Step 3: Document exact issue and estimated resolution
Step 4: Update client with specific timeline
Step 5: Set daily reminder to check status
Step 6: If unresolved after 15 days, escalate to compliance team

DASHBOARD METRICS TO TRACK:
Monthly Transfer Performance:

• Total Transfers Initiated: [Number]
• Average Days to Complete: [Number]
• Transfers Completed On Time (≤7 days): [Percentage]
• Transfers Requiring Follow-Up: [Number]
• Rejection Rate: [Percentage]
• Client Satisfaction: [Based on feedback]

Goal Benchmarks:
✓ 80%+ completed within 7 business days
✓ <5% rejection rate
✓ 100% of clients updated if transfer exceeds 7 days

ARCHIVE PROTOCOL:
After transfers are completed:

• Immediately: Move to ‘Completed Transfers’ tab/sheet
• After 30 days: Archive detailed notes (keep summary)
• After 90 days: Remove from active tracker (export to long-term storage)
• Keep permanently: Any transfers with issues/disputes

Questions about using this template?
Email: contact@sosfirms.com
Download more RIA operations resources: sosfirms.com/resources

© 2025 SOS Firms Operations. This template is provided free for use by RIA firms.