Opening or Updating an Individual Membership: General Info

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

Description

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.

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.

(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.

• CU*TIP: There will be one other chance to change the settings of these flags on the open membership confirmation screen.

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.”

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.

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

SEE ALSO: Recommendations for Setting Up Trust Accounts

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.

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

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

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.

NOTE: If you change this membership to use a designation with multi-user business banking, you must first unenroll the member from bill pay and P2P (person to person transfers).

SEE ALSO:Recommendations for Setting Up Trust Accounts

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

(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.

If your credit union is configured for 1042-S forms, checking this option will display the following fields.

This field only appears only when the foreign citizen flag is checked, and the credit union is configured for foreign citizen tax processing.

Need to sign up for 1042-S tax forms or other foreign citizen tax reporting? Visit the Store.

Select how to report this member's dividends,

• 1042-S

• Do not report

• Standard 1099/5498

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.

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.

• 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.

• NOTE: When a ZIP code is changed, the ZIP+4 field is cleared to prevent mismatches with the ZIP code. The monthly CASS certification will correct any missing ZIP+4 codes.

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

The county in which the member currently lives.

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.

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.

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

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

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

Due to space limitations the long last name will appear only in a handful of places in 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 a name is entered here, it will be used automatically on member Statements, Notices, and Misc. Member Account forms, as well as showing when viewing contact information cards in theCollections dashboard.

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

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

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.

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. Some EFT vendors will accept this number as the mobile number (verify with your vendor if they accept this number).

Daytime #: Check this box to indicate that this number should be the member's daytime number, and be used as the "secondary" phone number for ATM/Debit and Credit card orders.

Nighttime #: Check this box to indicate that this number should be used as the member's nighttime number, and be used as the "primary" phone number for ATM/Debit and Credit card orders. This field will appear in the card activation information.

• When ordering a card for a member, which phone numbers are sent to the vendor?

• What happens to card activations if I have more than one Nighttime or Daytime phone number for a member? What if they are the same number?

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

These phone numbers are used for MFA (multi-factor authentication) one-time passcodes for login to It's Me 247. Learn more.

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.

• NOTE: Once the address is updated, this check box will automatically uncheck.

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.

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.

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.

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

Blocked Persons/Fraud Alert Database

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 to see a list of your credit union's configured codes.

• Denial Type codes are configured via Config Notices (F12) on the first Denied Application Processing screen.

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

Description

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)

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.

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.)

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

SEE ALSO: Understanding the Phone Number Database

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.)

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.

(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.

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