Opening or Updating an Individual Membership: General Info

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UMBRSHIP-21

Open/Update New Membership - Individual

2429

 

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Access this screen after entering an account number on the previous update membership entry screen (when accessed via the update membership access point).  This screen is also accessed after selecting a membership type on the previous open new membership screen.

Check out the video related to this topic: Opening a Membership (More videos below!)

Helpful Resources

Learn how to complete tasks related to opening/closing memberships/accounts.

We sometimes have a non-member joint owners that join the credit union, or closed memberships that re-join later on. When I create the membership I choose to copy that old data into the new membership so I don’t have to retype everything. What happens with the phone numbers in those cases?

Screen Overview

This is the first of three screens used to record membership information, both when opening a new membership and when updating information for an existing member. Some fields and buttons will appear only when updating an existing membership.  

When all information has been entered, use Enter to proceed to the next screen. Depending on your Workflow Controls and the date you entered into the Date moved to field on this screen, the previous address information screen may appear next. Otherwise the final member information screen will appear.

Integration between CU*BASE and Your Imaging Solution

This screen has a link to your imaging solution to further integrate with CU*BASE.  The “Scan e-Document” button is used for scanning a document into your imaging solution.  The “View e-Document” button is for retrieving images from your imaging solution.

 Workflow Tips

Related Topics

CU*BASE Standards for Foreign Addresses

Steps to take if a member declares bankruptcy

Tips on Entering Addresses Properly for Metro 2 Reporting

Recommendations for Setting Up Trust Accounts

Field Descriptions

Fields marked with an asterisk (*) below will appear only when updating an existing membership, not when creating a new one. Fields in blue text require that your employee ID has Maintenance Tier 2 special security in order to update the fields.

Field Name

Description

Date opened

The date on which the membership was opened.

  • NOTE:  When this field is edited, the date entered must be on or earlier that the open date of any sub account under this membership.

Branch

The branch number to which this member is assigned.

  • To change this on an existing membership, you must first use Unlock Fields (F11) to allow input into the field. This will also unlock the SSN/TIN and Designation fields, so be careful not to change that data accidentally.

Secondary names

(Will appear only when opening a new membership.) Check this to proceed to the Secondary Names setup screen after creating the membership to add joint owner, beneficiary, and/or misc. owner names to the base share account for this membership.

Name

The member’s full name (first, middle initial, and last name, or full name for an organization).

  •  The label on this field might be different depending on the Membership Designation selected. For example, this label might read “Trust Account” or “Corporation.”

SSN
or
TIN

The member's Social Security number or organization's Tax Identification Number.

  •  To change this on an existing membership, you must first use Unlock Fields (F11) to allow input into the field. Remember that changing an SSN/TIN must never be done unless all existing links between this member and other member and non-member records (co-borrowers, joint owners, IRA beneficiaries, etc.) have been removed. SEE ALSO: Modifying a Social Security number.

DBA name

Use this field to record a DBA (doing business as) name for this membership, if applicable.

SEE ALSO: Recommendations for Setting Up Trust Accounts

Name ID

A 2-digit name verification field, used in addition to the account number to verify the member account. This can be the first two letters of the last name, or any other system your credit union wishes to use.

Birth date
or
Date Opened

The member's birthdate (mmddyyyy), or the date when the organization was chartered or incorporated.

Gender

(Appears for Individual memberships only.) The member's gender (M=Male, F=Female, or O=Unknown). SEE ALSO: Gender Indicator

Designation

The Membership Designation code assigned to this membership when it was created. This code controls the labels that are used for the primary member name (for example, “Trust Account” instead of “Name”) and joint owners (for example, “Trustee” instead of “Joint Owner”).

  • For memberships created prior to November 2005, this will read either MI for individual memberships or MO for organizational memberships.

To change this code on an existing membership, you must first use Unlock Fields (F11) to allow input into the field. This will also unlock the Branch and SSN/TIN fields, so be careful not to change that data accidentally.

SEE ALSO: Recommendations for Setting Up Trust Accounts

Foreign address

Check this flag if the address entered for this member is NOT a U.S. address. (Remember that Puerto Rico and the U.S. Virgin Islands are considered U.S. addresses.)

  • BE CAREFUL: When this is checked, the following fields will be cleared and disabled: State, ZIP Code and County. Field labels for the remaining address fields will also change to make it clear where the foreign city and country information should be entered.

SEE ALSO: CU*BASE Standards for Foreign Addresses

Foreign citizen

(Appears on the Individual screen only.) Used to indicate whether or not the member is a foreign citizen, and governs whether or not dividend and interest information will be reported to the government. If the member is not a United States citizen, check this field to indicate foreign citizenship; this membership will be excluded from any IRS tax reporting or forms.

Death date

Use this field to record the date of death for a deceased member. This can be helpful if the membership will remain open for a time while the member's estate is settled.

If your credit union is configured to auto-freeze accounts for deceased members, to prevent unauthorized withdrawals, when a date is entered into this field, the system will automatically place a freeze (3) on ALL accounts under this membership. A corresponding comment will also appear in the member comment window.

If your credit union does not auto-freeze accounts for deceased members, a pop-up window will appear to allow you to choose whether or not to place a freeze on this member's accounts at this time (would use freeze indicator 3).

  • Online credit unions can change the setting of the Auto-freeze if deceased flag by changing the Auto-freeze all sub-accounts - freeze code on the Teller Member Service Workflow Controls screen.

  • Remember that entering a date here affects this membership account ONLY.  Be sure to check for other memberships with this same SSN/TIN.  You may also need to verify any other relationships the deceased person (or dissolved corporation) may have, such as if they were a joint owner, beneficiary, co-borrower, etc., and follow your credit union's procedures for additional maintenance, such as freezes or other maintenance.

Address #1  
Address #2 
City 
State
Zip

Use these fields to record the member's current address. Field names will be different if this member is marked as having a foreign address (see the Foreign address field described above for more information).

NOTE: To match the technique used by CASS Certification, if the member has an apartment or suite number, include both the street address AND the apt/suite number in Address #1 if it will fit. Otherwise, enter the apt/suite number into Address #1 and use Address #2 for the street address. (NOTE: A PDF version of this booklet will open.)

  • Remember that if your credit union uses CASS certification, you will not be able to edit the ZIP+4 field. Enter the 5-digit ZIP code only and the CASS certification process will complete the ZIP+4 field.

SEE ALSO: CU*BASE Standards for Names and Addresses for Metro 2 Credit Reporting

County

The county in which the member currently lives.

Date moved to

Enter the date on which the member moved into the current address.

  • HINT: This date, along with the settings your Workflow Controls, will determine whether or not the previous address information screen will appear next after this screen is complete.

Certify address

This box should be checked if the member’s address should be included in your credit union’s normal CASS certification process for statement and other mailings. De-select this option only in rare cases where this member's address cannot be reconciled with the postal requirements.

  • If this flag appears with gray text and cannot be changed, this means that CASS certification is currently being performed on your credit union's files. No change can be made to this flag until after the CASS updates have been completed.

Home Type

Select one to indicate whether the member owns or rents the home at the current address.

Landlord
Phone #

If the Rent field was marked, use these fields to list the landlord's name and phone number.

Driver's license and
State

The member's driver's license number and 2-digit state name.

Long last name

If a member has a name longer than the standard 15 character last name field, enter it here (up to 40 characters). As the LNAME field is still used in CU*BASE, you must also enter a standard or truncated last name in that field.

 

The long last name field is used throughout CU*BASE; when verifying and serving members in Teller, Phone Operator, and Member Inquiry, a highlight indicates that a long last name is available to view by clicking the spyglass.

 

If this field is present, it will be used automatically on member Statements, Notices, and Misc. Member Account forms, as well as showing when viewing contact information cards in the Collections dashboard.

 

Note that OFAC scans, both batch and interactive, will scan for the long last name, with exception of the membership opening scan.

 

Other ID

A free-form text field for any other form of ID you wish to record (student ID, Mexican ID, etc.)

Full Middle Name

This full middle name field is not a replacement for the middle initial field in the member’s name. This full middle name does not appear on any other screens and is simply a holder for this information, for example for the use of filling out governmental forms.

Contact Numbers

Use these fields to enter the member's telephone contact information, any related extension, and the phone label as configured in Tool #1330 Phone Label Configuration.

 

International: Check this box to indicate an international number, and enter the number in the comment field above.

Text Messages: Check this box to indicate this number can receive text messages, but note that this number does not enroll the member in text banking, nor does this number transfer to the member's text banking settings.  

Wrong #: Check this box to indicate an incorrect number for a member.

Mobile: Check this box to indicate that the listed number is a mobile/cell number. (Note: this feature may be used in future enhancements to indicate a mobile number to EFT vendors)

 

The two contact numbers listed on the initial member information screen will be the numbers listed as the 1 and 2 priority in Phone Operator and Inquiry. To add additional contact numbers, select More Contact #s (F18) to access a screen in which to do so.

 

To delete a contact number, delete the number, extension, and label to remove the record completely (note that you may have to refresh the screen to see the update).

 

SEE ALSO: Understanding the Phone Number Database

 

Incorrect address (*)

Indicates whether the current address is correct or not. If you know the address is incorrect, but are unable to obtain the correct address, place a check mark in this field.

  • If this field is checked for a wrong address, the address will be highlighted on member inquiry screens as a flag to alert anyone having contact with that member.

IMPORTANT: If this screen is used to correct a wrong address, make sure this flag is changed as well!

Last contacted (*)

The last date there was any contact with this member. This field can be edited in reference to dormant or inactive accounts.

  •  For example: Say a member is temporarily out of the country. During this time the account becomes dormant. The member calls to obtain account balance information. Although no transaction takes place, you could enter the date the member called here, thus taking the account out of dormancy.

Last maintained (*)

The last date on which general maintenance was performed on this membership.

  • This is different from the Address last maintained by field described below. This field records when changes are made to data other than the member's address.

Address last maintained by (*)

If any changes are made to the address information for this member, the system will automatically record the date on which the changes were made, as well as the employee ID of the person making the change.

Deny membership (*)

This box can be checked to prevent a second membership from being opened for this person. If this exact SSN is entered when opening a new membership, the system will display a warning message to prevent another membership from being opened. This might be helpful for problem members where you need to keep their original membership open, but do not want to allow them to attempt to open another membership.

SEE ALSO:

Using the Deny Membership Feature

Using the CU*BASE Data Match System for OFAC Compliance (NOTE: A PDF version of this booklet will open.)

Blocked Persons/Fraud Alert Database

Denial reason (*)

If the Deny membership flag is checked, choose one of your credit union's configured Denial Types to record the reason for the denial. Click the lookup button images\magnifyingglasslookup_shg.gif to see a list of your credit union's configured codes.

Date (*)

If the Deny membership flag is checked, use this to record the date of the denial.

Buttons

Buttons

Description

Unlock Fields (F1)

Use this to allow changes to the following fields on this screen: Branch, SSN/TIN, and Designation. Also use this function key to reveal Change to Org (F21)

ID Check (F13)

If your credit union has activated ID check use the F13-ID Check to run and ID check on the member for Red Flag ID verification. Please Note that there is a charge for each scan. (Depending on the configuration, this can be included in your Workflow Controls and may run automatically.) If the member has already had an ID run on them, then a window will appear listing the date the last ID Scan was run and allowing you to run another scan.

Risk Assessment (F14)

If your credit union has been configured to use the QualiFile Risk Assessment interface, and you have activated the Risk assessment option in your Workflow Controls, the system will automatically run the scan using the data on this screen, after you use Enter to continue. (Also see the Opening Memberships Flowchart.) If you have not activated the scan as part of your Workflow Controls, then a F14=Risk Assessment button will appear instead and you must run the scan manually. See the flyer CU*BASE and Risk Assessment Tools: QualiFile by ChexSystems, Inc. for more information.

Blocked Persons (F17)

Use this to manually run a scan of the member's name and SSN against your configured Blocked Persons/Fraud Alert list. (If your Workflow Controls are set up to run the scan automatically, this step is not necessary.)

More Contact #'s (F18)

Use this to access a screen in which more contact numbers can be entered for a member.

 

SEE ALSO: Understanding the Phone Number Database

Credit Report (F19)

Use this to manually evaluate the member for a credit report on file, and pull a credit report if necessary. (If your Workflow Controls are set up to do this automatically, this step is not necessary.)

Custom Fields (F23)

Using custom fields your credit union can create and maintain unlimited custom fields that are unique to your credit union. You define the field name as well as the rules that control what data can be entered:  dollar amounts, quantity, percentage, text, yes/no checkbox, date, or a defined list (the selections of which you will also define) on the configuration screen, then input the data on this screen and view it in the Inquiry and Phone Operator screens.  Use the "Custom Fields" button to access a screen to input or view custom field data.  

  • An exclamation point indicates that custom data has already been input for this membership.  Click the button to access a screen and view the data or input additional data.

Change to Individual (F24)

(Appears only after Unlock fields (F11) is selected.) Use this to change the membership from a Organization account to an Individual one. You will also need to change the membership designation.

Additional Video Resources

View more videos related to opening memberships/accounts.

Visit the Show Me the Steps video library to view more videos!

 

Link to ID: https://help.cubase.org/cubase/cubase.htm#UMBRSHIP-21.htm