Joint Owner Maintenance

Shares and Certificates Shares/Certificates Joint Owner Maintenance

This document provides technical guidance for managing joint owner information within the FLEX system. Joint Owner Maintenance is a critical function for ensuring accurate account management and compliance.

1. Overview

Joint Owner Maintenance is a centralized feature within the FLEX system that stores and manages information for all joint owners associated with member accounts. The maintenance screen is consistent regardless of how it is accessed, ensuring a uniform user experience.

2. Accessing Joint Owner Maintenance

Joint Owner Maintenance can be accessed through multiple pathways within the FLEX system:

  • FLEX Main Menu Navigation:
    • Navigate to Teller.
    • Expand Teller Maintenance.
    • Select Joint Owner Maintenance.

Image: Menu path showing Teller > Teller Maintenance > Joint Owner Maintenance.

  • Transaction Entry/Inquiry:
    • Through the member’s account.
    • Utilizing the Inquiry Drop Menu.
    • Using the F13 shortcut (for “Joint Owners”).
  • New Account/New Share Account Opening:
    • The system will automatically prompt for Joint Owner Maintenance when initiating the opening of a new account or a new share account.

3. Managing Joint Owner Records

The Joint Owner Maintenance screen allows for the addition, editing, and deletion of joint owner records.

3.1. Add/Edit Joint Owner

To modify or create a joint owner record:

  • Editing Existing Records:
    • Highlight the desired joint owner record.
    • Click the Edit button.
  • Adding New Records:
    • Click the Add button.

3.2. Joint Owners On This Account Section

This section displays a list of joint owners currently associated with the selected account.

  • Fields Displayed:
    • Name
    • Sfx (Suffix)
    • Home # (Home Phone Number)
    • SSN (Social Security Number)
    • DOB (Date of Birth)
  • Actions:
    • Add: Initiates the process to add a new joint owner.
    • Edit: Opens the selected joint owner’s details for modification.
    • Copy: Allows copying an existing joint owner’s information to a new record.
    • Delete: Removes the selected joint owner record from the account.
    • Audit: Provides an audit trail of changes made to the joint owner’s information.
    • Refresh: Updates the list of joint owners.

3.3. ANNA M JOHNSON Is Also Joint On Section (Example)

This section, exemplified by “ANNA M JOHNSON Is Also Joint On,” shows other accounts where the currently selected member is also a joint owner.

  • Fields Displayed:
    • Account
    • Sfx (Suffix)
    • Name
    • SSN (Social Security Number)
    • Home # (Home Phone Number)
  • Actions:
    • Edit: Allows editing the joint owner information for the specific account listed.

4. Edit Joint Owner Screen

The “Edit Joint Owner” screen is where detailed information about a joint owner is entered and managed. It is divided into several tabs and sections.

4.1. General Actions (Top Right)

  • ID Verification: Initiates identity verification processes.
  • Audit: Accesses the audit log for the current joint owner record.
  • Save: Commits all changes made to the joint owner record.
  • Refresh: Reloads the current joint owner information, discarding unsaved changes.
  • Cancel: Exits the “Edit Joint Owner” screen without saving changes.

4.2. Joint Owner Tab

This tab contains core personal and contact information for the joint owner.

4.2.1. Joint Suffix Section

  • Suffix:
    • Enter the specific suffix the joint owner has access to.
    • Options include individual suffixes or “All Suffixes.”
  • Sequence Number:
    • Indicates the order of joint owners.
    • If left blank, FLEX automatically assigns the next available sequence number.

4.2.2. Miscellaneous Section

  • Rights of Survivorship:
    • Indicates if the joint owner has rights of survivorship.
    • Select Yes or No.
  • Send Collection Letters:
    • Check this box if the joint owner should receive collection letters (if applicable).

4.2.3. Joint Owner Information Section

  • Joint Owner Type:
    • Select the type of joint owner (e.g., “Individual” or “Other”).
  • Name Fields:
    • First: Joint owner’s first name.
    • Nickname: Joint owner’s nickname.
    • Middle: Joint owner’s middle name.
    • Last: Joint owner’s last name.
    • Jr/Sr: Suffix for junior/senior.
    • Title: Professional title (e.g., MD).
  • TIN Format:
    • Select the format for the Taxpayer Identification Number (TIN) (e.g., SSN, TIN).
  • TIN:
    • Enter the joint owner’s Taxpayer Identification Number.
  • Certified:
    • Check this box if the TIN has been certified.
  • Mother’s Maiden Name:
    • Enter the joint owner’s mother’s maiden name (often used for verification).
  • Drivers License/State:
    • Enter the driver’s license number and issuing state.
  • Keyword:
    • Enter a keyword for the joint owner (often used for verification).
  • Birth Date:
    • Enter the joint owner’s date of birth.
  • Gender:
    • Enter the joint owner’s gender.
  • Relationship:
    • Select the relationship of the joint owner to the primary member.
  • Deceased Flag/Date:
    • Check the “Deceased Flag” box and enter the “Deceased Date” if the joint owner is deceased.
  • Active Military:
    • Check this box if the joint owner is active military.
    • Note: If checked, a warning will appear if a loan the joint owner is on exceeds 36%.

4.2.4. Contact Information Section

  • Email Address:
    • Enter the joint owner’s email address (if applicable).
Addresses Sub-Section

This sub-section manages the joint owner’s physical addresses.

  • Actions:
    • Add: To add a new address.
    • Edit: To modify an existing address.
    • Delete: To remove an address.
    • Audit: To view the audit trail for addresses.
  • Edit Address Screen Details:
    • Address Line 1 & 2: Enter street address details.
    • C/S/Z+4: City, State, and Zip Code + 4.
    • Country: Country of residence.
    • Address Verification: Works with CASS Certification (an additional FLEX module) to verify addresses with USPS.
    • Red Flag Verification: Indicates address verification for Red Flag purposes. This affects how the address appears in Transaction Entry/Inquiry (red or not) and influences credit union mailing notices and report generation.
    • Bad Address Date: Indicates if the address is invalid.
    • Changed Date: Shows the date the address was last modified.
    • Other Members Also Using Address: Displays other members sharing this address. An “Update” option (Yes/No) allows updating all usages if the address is changed.
    • Address Usage: Indicates additional usages of the address (e.g., for other accounts, authorized signers). An “Update” option (Yes/No) allows updating all accounts using this address if it is changed.
Phones Sub-Section

This sub-section manages the joint owner’s phone numbers.

  • Actions:
    • Add: To add a new phone number.
    • Edit: To modify an existing phone number.
    • Delete: To remove a phone number.
    • Audit: To view the audit trail for phone numbers.
  • Edit Phone Screen Details:
    • Phone/Ext./Country Code: Enter the phone number, extension, and country code.
    • Type: Select the type of phone number (e.g., Work, Cell, Home, Other).
    • Description: Enter a descriptive label for the phone number.
    • Verified: Indicates verification for Red Flag purposes. This affects how the phone number appears in Transaction Entry/Inquiry (red or not).
    • Last Update Date: Shows the date the phone number was last updated.
    • Bad Phone Date: Indicates if the phone number is invalid.
    • Phone Is Also Used By: Displays other entities using this phone number. An “Update” option (Yes/No) allows updating all usages if the phone number is changed.

4.3. Joint Owner Employer Tab

This tab captures employment details for the joint owner.

  • Actions:
    • Add: To add a new employer record.
    • Edit: To modify an existing employer record.
  • Employer Info Section:
    • Name: Enter the employer’s name.
    • Company Phone: Enter the employer’s main phone number.
  • Contact Info Section:
    • Contact Name: Enter the name of a contact person at the employer.
    • Contact Phone: Enter the phone number for the contact person.
  • Address Section:
    • Line 1 & 2: Enter the employer’s street address details.
    • C/S/Z+4: City, State, and Zip Code + 4 for the employer.
  • Employment Details Section:
    • Employed From: Enter the start date of employment.
    • To: Enter the end date of employment (blank indicates present employment).
    • Title/Position: Enter the joint owner’s job title or position.
    • Full/Part Time: Indicate whether employment is full-time or part-time.
    • Base Pay: Enter the joint owner’s base pay.
    • Paid: Indicates how frequently the joint owner is paid.
  • Notes Section:
    • Enter any relevant notes pertaining to the employer information.

5. Transaction Entry/Inquiry Integration

Any joint owners associated with an account will be visible within the Transaction Entry/Inquiry screen, providing a comprehensive view of account relationships.