Address Maintenance

New Employee Training Member Services Training Guide Address Maintenance

The following documentation provides an overview of the Address Maintenance feature within the FLEX system, designed to assist users in managing member information efficiently.

Address Maintenance: An Overview

Address Maintenance in the FLEX system is a crucial tool for storing and managing comprehensive member information, including addresses, phone numbers, and email addresses. This feature can be accessed from various points within the FLEX system, always presenting a consistent maintenance screen regardless of the access method.

 

Accessing Address Maintenance

There are two primary ways to access Address Maintenance:

  • From the FLEX Main Menu:
    • Navigate to “Teller”3.

    • Select “Teller Maintenance”4444.

    • Choose “Address Maintenance”5555.

  • Through a Member’s Account:
    • Go to “Transaction Entry/Inquiry”6.

    • Click “Inquiry”7.

    • Click “Edit”8.

Core Functionality

Address Maintenance is organized into six distinct tabs, each serving a specific purpose for managing member data9:

  • Contact 10

  • Miscellaneous 11

  • Employer 12

  • User Defined Fields 13

  • Auto Change Address 14

  • Personal Identification 15

Users should review and complete each tab as necessary to ensure comprehensive and accurate member records16.

 

Contact Tab

The Contact tab is used to manage a member’s addresses, phone numbers, and email addresses.

Addresses

This section allows for storing multiple address records for a member17. Checkboxes indicate which documents (e.g., receipts, statements) will be sent to the member at a specific address18.

  • Actions:
    • Add: Create a new address record19.

    • Edit: Modify an existing address record by highlighting and clicking “Edit”20.

    • Delete: Remove an existing address record by highlighting and clicking “Delete”21.

  • Fields for Adding/Editing Addresses:
    • Search: Search for an existing address by entering the member’s account number, last name, or using advanced search options22.

    • Address Verification: Requests a CASS certificated address from the US Postal Service23.

    • Line 1/Line 2: Enter the street address24.

    • C/S/Z+4: Enter the City, State, and Zip+425.

    • Country: Select the country (optional)26.

    • Red Flag Verification: Indicates if the address has been verified for Red Flag purposes, affecting its display in Transaction Entry/Inquiry27. It also enables mailing notices and generating reports28.

    • Bad Address Date: Flag an address as “Bad Address” by entering a date29.

Phones

This section stores multiple phone numbers for a member, with checkboxes to indicate if the number is for home, work, cell, or other use30.

  • Actions:
    • Add: Create a new phone record31.

    • Edit: Modify an existing phone record32.

    • Delete: Remove an existing phone record33.

  • Fields for Adding/Editing Phones:
    • Search: Search for a phone number already in the system34.

    • Phone: Enter the member’s phone number35.

    • Ext.: Enter an extension, if applicable36.

    • Country Code: Enter the country code, if applicable37.

    • Type: Select the type of phone number (e.g., Home, Work, Cell)38.

    • Description: Enter an optional description for the phone number39.

    • TCPA: Indicates TCPA opt-in, opt-out, or unknown status40.

    • TCPA Date: Indicates the date the member opted in or out of TCPA regulations41.

    • Verified: Indicates verification for Red Flag purposes, influencing the phone number’s display in Transaction Entry/Inquiry42.

    • Bad Phone Date: Flag a phone number as “Bad Phone” by entering a date43.

Email Addresses

This section is for storing multiple email addresses for a member, with checkboxes to specify where documents like statements, receipts, and eBlasts will be sent44444444.

  • Actions:
    • Add: Create a new email record45.

    • Edit: Modify an existing email record46.

    • Delete: Remove an existing email record47.

  • Fields for Adding/Editing Emails:
    • Address: Enter the email address48.

    • Red Flag Verification: Indicates verification for Red Flag purposes, affecting its display in Transaction Entry/Inquiry49.

    • Last Review Date: Date the email address was last reviewed50.

    • Last Updated: Date the email address was last updated51.

Miscellaneous Tab

The Miscellaneous tab contains various flags and fields related to the member’s account status, eligibility, and other administrative details.

  • Dormancy Date: Displays the date an account was flagged as dormant. This date can be deleted, but the account will be re-flagged if there’s no recent transaction or correspondence52.

  • Last Corr Date: Used with the dormancy date to prevent an account from being flagged dormant even if the last transaction date is within defined dormancy parameters53.

  • Member is Deceased: Checkbox to indicate if a member is deceased, which opens a field to add the deceased date54.

  • Related Member: Optional field to link a member to an existing member if they qualify for membership through a relationship55. The relationship type can also be selected56.

  • Member Eligibility: Tracks how a member qualifies for credit union membership, selectable from a drop-down or entered manually57.

  • Override Hold Default Days/Amount: Checkbox to override the default automatic hold days and amount58.

  • Dividend Withholding: Enter the percentage of dividend withholding, if applicable59.

  • Receipt Delivery: Specifies the receipt delivery method (print, email, or archive only)60.

  • Shared Branching Override Limits: Checkboxes to override global shared branching inquiry, deposit, or withdrawal limits for new accounts set in the configuration61. If checked without additional individual limits, the member will have no limits62.

  • Pri/Sec Code: Indicates if an account is primary or secondary in a household, often used for marketing63.

  • Protect: Checkbox to prevent automatic changes to the Primary/Secondary code64.

  • # of Active Cards: Automatically updated field showing the number of active ATM, debit, and credit cards linked to the account65.

  • CUNA Plan ID: Used for credit union paid insurance to track the plan ID66.

  • Proxy Code: Indicates if a member has given their proxy for voting at an annual meeting67.

  • Proxy Date: Date the member notified the credit union about using a proxy68.

  • # of Signatures: Optional field to identify the number of authorized signers69.

  • Frozen Status: Indicates if the account is in a frozen status70.

  • Risk Level: Indicates the member’s risk level as defined by the credit union (e.g., low, medium, high, or numeric range)71.

  • Last Update: Automatically updated field showing the date of the last information update72.

  • Employer Code: Optional field to track the member’s employer code, which can be configured as a drop-down or entered manually73.

  • Employee #: Optional field displaying the member’s employee number for the listed employer74.

  • Credit Union Employee: Defines if the member is a credit union employee, used for teller security75.

  • Reg E Opt In: If checked, courtesy pay and negative balance fees will post to the member’s account for ATM or Debit Card transactions causing a negative balance76.

  • Reg E Notice: Automatically checked once an Opt-in Confirmation Notice is generated. If a third-party handles notices, this box must be manually checked for Reg E Opt-In to take effect77.

  • Flags:
    • Backup Withholding: Check if the member is subject to backup withholding for dividends78.

    • Foreign Citizen: Indicates if the member is a foreign citizen79.

    • Covered by MLA: Check if the member qualifies for MLA according to regulations80.

    • Disabled: Used for IRA withdrawal purposes to indicate a member is disabled; changes the IRA code to disability withdrawal if checked during withdrawal81.

    • Caused Loss: Indicates if the member has caused a loss to the credit union82.

    • Account Bankrupt: Indicates if the member has included the account in bankruptcy83.

    • ID Theft Protection: Indicates if the member has opted into the ID Theft Protection program and will be charged a fee84.

    • Allow Purge: Check if the account can be purged during the credit union’s purge process if it meets the criteria85.

    • OFAC Verified: Check if OFAC verification has been completed for the member. This is a manual process86.

    • Eligible for Dividend: Check if the member is eligible for dividends on interest-bearing accounts87.

    • Joint Member: Indicates if the member is a joint owner on other accounts at the credit union88.

    • Insurance Eligible: Indicates if the account is eligible for credit union paid life insurance89.

Employer Tab

The Employer tab is used to add and maintain current and historical employer information for the member. This information can automatically populate when creating a loan application90.

  • Actions:
    • Add: Create a new employer record91.

    • Edit: Modify an existing employer record92.

    • Delete: Remove an existing employer record93.
  • Fields for Employer Information:
    • Name: Employer’s name94.

    • Company Phone: Employer’s phone number95.

    • Address (Line 1, Line 2, C/S/Z+4): Employer’s address96.

    • Contact Name: Name of a contact person at the employer97.

    • Contact Phone: Phone number of the contact person98.

    • Employed From/To: Dates of employment (blank for “Present”)99.

    • Title/Position: Member’s title or position at the company100.

    • Full/Part Time: Indicates if employment is full-time or part-time101.

    • Base Pay: Member’s base pay102.

    • Paid: How the member is paid (e.g., hourly, salary)103.

    • Notes: Any additional notes related to the employment104104104104.

User Defined Fields Tab

User Defined Fields (UDFs) are customizable fields that credit unions can use to store specific information for a member not already provided by predefined system fields105.

  • Actions:
    • Edit: Modify existing UDFs106.

  • Fields:
    • Index: The numerical index of the UDF107.

    • Description: A description of the UDF108.

    • Value: The value entered for the UDF109.

Auto Change Address Tab

The Auto Change Address feature enables users to set up automatic address changes for a member’s account based on specified dates and frequencies110.

  • Actions:
    • Add: Create a new auto address change record111.

    • Edit: Modify an existing auto address change record112.

    • Delete: Remove an existing auto address change record113.

  • Fields for Auto Address Changes:
    • Next Change Date: The date the next address change should occur114.

    • Address Type: The type of address affected by the change115.

    • Frequency: How often the auto address change should occur116.

    • Active Record: Checkbox to indicate if the auto change address record is currently active; if unchecked, the auto change will be ignored117.

    • Member Addresses (Use checkbox): Select the address the system will use for the address change118.

Personal Identification Tab

The Personal Identification tab allows for adding and storing multiple personal identification records for a member119.

  • Actions:
    • Add: Create a new ID record120.

    • Save: Save changes to an ID record121.

    • Audit: View audit trail for ID changes122.

    • Delete: Remove an existing ID record123.

  • Fields for ID Maintenance:
    • Sequence Number: Indicates the display order of identification records124.

    • Name On ID: The name as it appears on the identification125.

    • Identification Type: The type of identification (e.g., Driver’s License, Passport)126.

    • Description: A description for the identification127.

    • Issuer (State/Country): The state or country where the identification was issued128.

    • Date Issued: The date the identification was issued129.

    • Expiration Date: The expiration date of the identification130.

    • ID Number: The identification number131.