Re-Issuing Cards

New Employee Training Transmissions Training Guide Re-Issuing Cards

This document outlines the procedures for re-issuing cards within the FLEX system. Note that some credit unions may utilize external processors for card issuance and re-issuance, and therefore may not use FLEX for these functions.

1. Card Re-Issue Frequency

  • Cards are typically configured with a pre-determined re-issue frequency.
  • Common re-issue frequencies range from one to three years.
  • The re-issue frequency is defined by the specific card type.
  • Users can access re-issuing configurations through:
    • Card Configuration
    • Maintain Card Types

2. Immediate Re-Issue

To immediately re-issue a card:

  1. Access Card Maintenance.
  2. Locate the “Immediate Reissue” drop-down menu.
  3. Select the appropriate re-issue option from the following:
    • +=: Force Issue a Card Incrementing Expiration Date by One Month
    • B=: Both Card and PIN
    • C=: Card Only
    • I=: Force Issue of Increase Expiration Date by Frequency
    • M=: Force Issue of Card Using Manual PIN (if supported)
    • P=: PIN Only
    • 1=: Force Issue Card Advancing Expiration Date by One Year
    • Note: In most cases, only B, C, and P methods are used for immediate re-issue.
  4. Enter the desired number of cards.
  5. Click Save.

2.1. Reasons for Immediate Re-Issue

Common reasons for re-issuing a card include:

  • Member reports the card as lost.
  • Member reports the card as stolen.
  • Member reports the card has been damaged.
  • Member reports fraudulent activity.

2.2. Re-issuing for Secondary Card Holders

  • Ensure the secondary card and cardholder are selected from Card Maintenance.
  • Follow the same immediate re-issue procedures.

2.3. New Account Card Issuance

  • If credit union procedure requires opening a new account, a new card may be issued.
  • The existing card number can be copied to the new account using the Reassign/Copy feature in Card Maintenance.
  • When copying, both the card number and open date will be changed.

3. Editing Card Information

3.1. Edit Suffix

To edit a suffix assigned to a card:

  1. In Card Maintenance, navigate to the “Account Information” section.
  2. Double-click in the suffix box.
  3. Modify the suffix as needed (e.g., if a member closes a checking suffix and opens a new one).

3.2. Edit Name

To change the name on a card:

  1. In Card Maintenance, update the member’s name.
  2. Re-issue the card.
  3. Important: Ensure the member’s name is also updated in Address Maintenance.

4. Blocking and Unblocking Cards

4.1. Blocking a Card

To block a card from use:

  1. Access the “General Card Information” section in Card Maintenance.
  2. Enter the appropriate Block Code and the Block Date.
    • S: Stolen
    • L: Lost
    • R: Restricted
  3. If applicable, enter a Re-class Code and date.
    • The Re-class Code provides additional information regarding the block.
    • Refer to the processor’s documentation for specific Re-class Code values.
  4. Processing Mode Impact:
    • Batch Mode: The block code will be sent in the next positive balance file (processor dependent).
    • Online Mode: The block code will be sent immediately.

4.2. Removing a Block

When removing a block from a card, ensure the following fields are cleared:

  • Block Code
  • Re-class Code
  • Re-class Date
  • Capture Request Date

5. Issuing/Re-Issuing File Build

If processing in batch mode and issue/re-issue is not included in a positive balance file, it may be necessary to build an Issue/Re-Issue file. This file is typically sent daily to the processor after all cards have been maintained for issue or re-issue.

5.1. Pre-Build Recommendations

  • Prior to building an issue file, it is highly recommended to run worksheets to ensure data accuracy.
  • Correct any account errors identified in the worksheets.

5.2. Building the Issue/Re-Issue File

  1. Navigate to Card Processing.
    • Path: FLEX Main Menu > Cards > Card Processing.
  2. Click Transmissions.
  3. From the “Initiate Card Transmission” screen:
    • Select the appropriate Card Processor (Case) (e.g., P – Pemco Online).
    • Select Build/Send Issue File from the “Transmission” drop-down.
  4. To generate worksheets only:
    • Check only the Build Card Issue File box.
    • Always generate worksheets before building and sending the final file.
  5. To build and send the file:
    • After verifying worksheets, check both the Build Card Issue File and Send Card Issue File boxes.
    • Click Process to send the file to the i: Drive.
    • Note: After the file is sent to the i:Drive, it is the credit union’s responsibility to send it to the processor.

5.3. Worksheets

5.3.1. Card Issue Error Listing

  • This worksheet identifies accounts that will not issue or re-issue due to errors.
  • Example Error: “Name Record Flagged as Bad Address” indicates the account has a bad address, preventing card issuance.
  • Action: Correct all accounts with errors and re-run the Card Error Issue Listing until it is clear.

5.3.2. Card Issue Listing

  • Displays the total number of records.
  • Includes a legend of issue codes.