Authorized Signer Maintenance

New Employee Training Member Services Training Guide Authorized Signer Maintenance

1. Introduction

Authorized Signer Maintenance is a critical function within the FLEX system, primarily used for business accounts to designate individuals authorized to sign on the account. This document outlines the various access points, functionalities, and data fields associated with Authorized Signer Maintenance, providing a comprehensive guide for FLEX system users.

2. Accessing Authorized Signer Maintenance

The Authorized Signer Maintenance screen is consistently the same regardless of the access method. Users can access this feature through several pathways within the FLEX system:

  • FLEX Main Menu:
    • Navigate to Teller.
    • Expand Teller Maintenance.
    • Select Authorized Signers.

Menu Path Visual:+ Teller
    Reports
V Teller Maintenance
    Account Notes Maintenance
    Address Maintenance
    Authorized Signers  <– Select this option
    Beneficiary Maintenance
    Credit Score Maintenance
    Hold Maintenance
    Joint Owner Maintenance
    Stop Payment Maintenance
    Teller Password Maintenance
    User Defined Field Maintenance

  • Member’s Account (Transaction Entry/Inquiry):
    • Access the member’s account in Transaction Entry/Inquiry.
    • Utilize the Inquiry drop-down menu.
    • Alternatively, use the F16 shortcut key.
  • New Account/New Share Account Opening:
    • The system can prompt for Authorized Signer Maintenance directly when initiating the opening of a New Account or New Share Account.

3. Authorized Signers On This Account Screen

Upon accessing Authorized Signer Maintenance, the “Authorized Signers On This Account” screen is displayed, listing existing authorized signers.

  • Key Actions:
    • Add: Click to create a new authorized signer record.
    • Edit: Highlight an existing record and click to modify it.
    • Delete: Remove an authorized signer record.
    • Copy: Duplicate an existing authorized signer record.
    • Audit: View an audit trail of changes made to the record.
    • Refresh: Update the list of authorized signers.
  • Information Displayed:
    • Name
    • Suffix (Sfx)
    • Home #
    • SSN
    • DOB (Date of Birth)
  • “ANNA M JOHNSON Is Also Authorized On” Section:
    • This section displays other accounts where the currently viewed member (e.g., ANNA M JOHNSON) is also an authorized signer.
    • Columns: Account, Sfx, Name, SSN, Home #.

4. Add/Edit Authorized Signer Screen

When adding a new authorized signer or editing an existing one, the “Add Authorized Signer” or “Edit Authorized Signer” screen appears, organized into two primary tabs: Authorized Signer and Authorized Signer Employer.

4.1. Authorized Signer Tab

This tab captures detailed personal and contact information for the authorized signer.

  • Top Bar Options:
    • ID Verification: Used for identity verification processes.
    • Audit: Access the audit trail for this specific record.
    • Save: Commit changes made to the record.
    • Refresh: Reload the screen data without saving.
    • Cancel: Discard changes and exit the screen.
  • Authorized Suffix Section:
    • Suffix:
      • Enter the specific suffix(es) to which the authorized signer has access.
      • Options include individual suffixes or “All Suffixes.”
    • Sequence Number:
      • Indicates the order of authorized signers.
      • If left blank, FLEX automatically assigns the next available sequence number.
  • Miscellaneous Section:
    • Send Collection Letters: Check this box if the authorized signer should receive collection letters (if applicable).
    • Allow Internet Banking: Check this box if the authorized signer should have access to the account via internet banking.
  • Authorized Signer Information Section:
    • Authorized Signer Type: Select the type of authorized signer (e.g., “Individual” or “Other”).
    • Name Fields: First, Nickname, Middle, Last, Jr/Sr, Title – Enter complete name information.
    • TIN Format: Select the format for the Taxpayer Identification Number (e.g., “SSN”).
    • TIN: Enter the authorized signer’s Taxpayer Identification Number.
    • Certified: Check this box if the TIN has been certified.
    • Drivers License/State: Enter the driver’s license number and issuing state.
    • Birth Date: Enter the authorized signer’s date of birth.
    • Gender: Select the authorized signer’s gender.
    • Deceased Flag/Date: Check this box and enter the date if the authorized signer is deceased.
    • Mother’s Maiden Name: Enter the mother’s maiden name (often used for verification).
    • Keyword: Enter a keyword for the authorized signer’s account (often used for verification).
    • Relationship: Select the relationship of the authorized signer to the primary account holder.
    • Active Military: Check this box if the authorized signer is active military.
      • Warning: If checked, a warning will appear if any associated loan exceeds 36% interest.
  • Contact Information Section:
    • Email Address: Enter the authorized signer’s email address.
  • Addresses Sub-section:
    • Actions: Add, Edit, Delete, Audit for managing addresses.
    • Address Fields: Line 1, Line 2, C/S/Z+4 (City/State/Zip+4), Country.
    • Address Verification:
      • Works with CASS Certification (an additional module) to search USPS for address verification.
    • Red Flag Verification:
      • Indicates verification for Red Flag purposes.
      • Determines if the address appears in red in Transaction Entry/Inquiry.
      • Affects credit union mailing notices and report generation.
    • Bad Address Date: Indicates if the entered address is invalid.
    • Changed Date: Displays the date the address was last modified.
    • Other Members Also Using Address:
      • Lists other members sharing this address.
      • Includes Update (Yes/No) option to apply changes to all usages.
    • Address Usage:
      • Indicates additional address usage across accounts.
      • Includes Update (Yes/No) option to apply changes to all accounts using this address.
  • Phones Sub-section:
    • Actions: Add, Edit, Delete, Audit for managing phone numbers.
    • Phone Fields: Phone, Ext., Country Code.
    • Type: Select the phone number type (e.g., H- Home, Work, Cell, Other).
    • Description: Enter a description for the phone number.
    • TCPA: Indicates TCPA (Telephone Consumer Protection Act) opt-in, opt-out, or unknown status.
    • TCPA Date: Records the date of TCPA opt-in or opt-out.
    • Verified: Indicates verification for Red Flag purposes.
      • Determines if the phone number appears in red in Transaction Entry/Inquiry.
    • Last Update Date: Displays the date the phone number was last updated.
    • Bad Phone Date: Indicates if the phone number is invalid.
    • Phone Is Also Used By:
      • Lists other entities using this phone number.
      • Includes Update (Yes/No) option to apply changes to all usages.

4.2. Authorized Signer Employer Tab

This tab captures employment details for the authorized signer.

  • Employer Info Section:
    • Name: Enter the employer’s name.
    • Company Phone: Enter the employer’s main phone number.
    • Address:
      • Line 1, Line 2, C/S/Z+4 (City/State/Zip+4) – Enter the employer’s address.
  • Contact Info Section:
    • Contact Name: Enter a contact person’s name at the employer.
    • Contact Phone: Enter a contact phone number for the employer.
  • Employment Details Section:
    • Employed From: Enter the start date of employment.
    • To: Enter the end date of employment (leave blank for “Present”).
    • Title/Position: Enter the authorized signer’s job title or position.
    • Full/Part Time: Indicate whether employment is full-time or part-time.
    • Base Pay: Enter the base pay amount.
    • Paid: Indicate the payment frequency or status.
  • Notes Section:
    • A multi-line text area for entering any additional notes relevant to the employer information.

5. Transaction Entry/Inquiry Display

Once authorized signers are configured, their information will be visible within the Transaction Entry/Inquiry screen for the associated account. This provides a quick reference for tellers and other users regarding who is authorized to sign on the account.

  • Example Display:
    UtahENAE
    2600 ANNA M JOHNSON  -1234 11/20/1979 36 Individual Member Since 6/1/1971

    ,,,PO BOX 524, MURRAY, UT 84086
    ,,,,,,,
    ,,,(Η) 801 697-5198 (W)
    ,,801 202-0202 (C) (0) ann@test.com nikole.dalton@cmcflex.com
    ,,,,,
    ,,,,,,,”Joint(s) AMY L VITALE MD (AII) 589-36-7452 11/21/1981
    “,”Signer(s)
    AMY L VITALE MD (AII) 589-36-7452 11/21/1981
    “

    In the example above, “Signer(s) AMY L VITALE MD” indicates an authorized signer on the account.