Paper Statement Fees

System Management System Management Paper Statement Fees

This document provides technical guidance for configuring and utilizing the Paper Statement Fees module within the FLEX system. This optional module allows Credit Unions to levy fees on selected members who opt for paper statements, with various exemption criteria available.

1. Overview

The Paper Statement Fees module enables Credit Unions to:

  • Charge a fee to members receiving paper statements.
  • Define exemption criteria based on:
    • Age
    • Account type
    • Relationship status
    • Other configurable factors.

Note: This is an optional module. Contact your Sales Representative for pricing and activation.

2. Initial Setup and Support

For first-time setup and detailed instructions, it is highly recommended to:

  • Contact training@cmcflex.com for direct assistance and setup guidance.
  • Refer to the “Paper Statement Fee FLEX Academy Course” for comprehensive setup and instructions.

3. Paper Statement Fee Posting Process

The fee posting process is initiated after the End-of-Month (EOM) processing has successfully generated the statement file.

3.1. Timing of Fee Application

  • The fee is charged on the 1st of the month following EOM statement creation.
  • The Statement Fee Program cannot be run prior to EOM processing.

3.2. Accessing the Posting Program

The Paper Statement Fee Posting program is located within the FLEX Main Menu:

  • System Administration
    • Paper Statement Fee Posting

4. Configuration Parameters

Upon accessing the Paper Statement Fee Posting screen, users will configure various parameters. After entering all choices, click Process to either run a worksheet or post fees. FLEX recommends reviewing a worksheet before posting.

4.1. General Statement Parameters

  • Statement Type:
    • Indicates the type of statement for which fees are being processed.
  • EOP Statement Date:
    • End of Period date of the statement run.
  • Run Sequence:
    • Enter the sequence number of the statement run.
    • Important: This must match the sequence number for the printed copy on Statement Control (refer to Managerial Options > Maintain Statement Control).
  • Effective Date:
    • Enter the effective date to be used for the fee. This date will display in the transaction history.
  • Worksheet or Posting:
    • Determines whether a worksheet is printed for review or if fees are directly posted.
      • Worksheet: FLEX recommends reviewing the worksheet before posting.
      • Posting: Posting should be performed within 7 days of the Statement Date.

4.2. Relationship Pricing Parameters

These parameters define how relationship pricing groups and points impact fee exemptions.

  • RP Include or Exclude:
    • Indicates whether the specified Relationship Pricing group(s) should be included or excluded from the Statement Fee Program.
  • Relationship Pricing Group 1/2/3/4:
    • Accounts not belonging to the specified Relationship Pricing Groups will be excluded from the fee.
    • Note: Leave blank if all groups are to be included, or if Relationship Pricing is not active.
  • Rlshp. Pricing Points Low-High:
    • Accounts whose Relationship Pricing points fall outside this specified range will be excluded from the fee.
    • Note: Leave blank if all accounts are to be included, or if Relationship Pricing is not active.

4.3. Filter Parameters

These filters allow for granular control over which accounts are subject to the fee.

  • Minimum Open Days:
    • Excludes accounts (specifically base shares) opened less than the specified number of days.
  • Age From-To:
    • Members whose age falls outside this specified range will be excluded from the fee.
  • Exclude Frozen Accounts/Suffixes/Suffix Type:
    • Indicates whether accounts, suffixes, or suffix types that have been frozen should be included or excluded from the fee.
  • Include/Exclude Suffix Type:
    • Indicates whether the listed suffix type(s) should be included or excluded from the fee.
  • Inc/Exc Suffix Type 01-10:
    • List the specific suffix type(s) that will be included or excluded, based on the selection made in “Include/Exclude Suffix Type” above.
  • Check Joint on EIN Accounts:
    • (Option: N)
  • Accts with Mobicint Activity:
    • (Option available for filtering)

4.4. Fee Configuration Parameters

These parameters define the fee amount, description, and how the fee interacts with account balances and GL.

  • Fee Amount:
    • Enter the desired monthly fee amount.
  • History Fee Description:
    • Enter the description that will appear in the transaction history and on member statements.
  • Update Tran Date and Rmv Dormant:
    • Yes: The last transaction date will be updated, and the dormancy date will be removed.
    • No: The last transaction date and dormancy date will remain unchanged.
  • Update TE Statement Fee ICON:
    • Indicates whether the statement icon should update in Transaction/Entry Inquiry.
    • (Option: N)
  • Allow Posting to Mult. Suffix:
    • Yes: If necessary, the fee will be spread across the suffixes listed in the Share Suffix matrix.
    • No: The fee will only be posted to the first suffix that has available funds.
  • Share Suffix 1-16:
    • If fees are allowed to post to multiple suffixes, list the suffixes in the desired order for posting.
  • Allow Fee to Take Share Neg.:
    • Yes: If necessary, the fee will be posted to a suffix that does not have the required funds available.
      • Note: The account balance will not be taken negative, but it will take the par value of base share accounts.
    • No: Only the amount available in a suffix will be posted.
  • Create Transfer Record:
    • Indicates whether a one-time transfer record should be created if there are insufficient funds to cover the fee. This allows the transfer program to run until the fee is satisfied, after which the record is deleted.
    • Yes: If necessary, a one-time transfer record will be created.
    • No: A transfer record will not be created.
  • Fee GL:
    • Enter the general ledger account number for the fees.
  • Use Branch Accounting:
    • If branch accounting is active, indicate whether fees should be posted to branch general ledgers.
    • (Option: N)

5. Reports

The module generates reports to track the fee posting process.

5.1. Posting Worksheet (ST3112P)

  • Provides a preview of accounts that would be charged and the fee amounts.
  • Includes details such as Account Number, Ledger Before Fee, Available Before Fee, Fee Amount, and Message (if any).

5.2. Posting Report (ST3112P)

  • Details the actual fees posted to accounts.
  • Includes similar information to the worksheet: Account Number, Ledger Before Fee, Available Before Fee, Fee Amount, and Message.