Address Maintenance

The following training 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

FLEX Address Maintenance 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”
  • Select “Teller Maintenance”
  • Choose “Address Maintenance”
• Through a Member’s Account:
  • Go to “Transaction Entry/Inquiry”
  • Click “Inquiry”
  • Click “Edit”

Core Functionality

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

• Contact
• Miscellaneous
• Employer
• User Defined Fields
• Auto Change Address
• Personal Identification

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

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 member. Checkboxes indicate which documents (e.g., receipts, statements) will be sent to the member at a specific address.

• Actions:
  • Add: Create a new address record.
  • Edit: Modify an existing address record by highlighting and clicking “Edit”.
  • Delete: Remove an existing address record by highlighting and clicking “Delete”.
• Fields for Adding/Editing Addresses:
  • Search: Search for an existing address by entering the member’s account number, last name, or using advanced search options.
  • Address Verification: Requests a CASS certificated address from the US Postal Service.
  • Line 1/Line 2: Enter the street address.
  • C/S/Z+4: Enter the City, State, and Zip+4.
  • Country: Select the country (optional).
  • Red Flag Verification: Indicates if the address has been verified for Red Flag purposes, affecting its display in Transaction Entry/Inquiry. It also enables mailing notices and generating reports.
  • Bad Address Date: Flag an address as “Bad Address” by entering a date.

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

• Actions:
  • Add: Create a new phone record.
  • Edit: Modify an existing phone record.
  • Delete: Remove an existing phone record.
• Fields for Adding/Editing Phones:
  • Search: Search for a phone number already in the system.
  • Phone: Enter the member’s phone number.
  • Ext.: Enter an extension, if applicable.
  • Country Code: Enter the country code, if applicable.
  • Type: Select the type of phone number (e.g., Home, Work, Cell).
  • Description: Enter an optional description for the phone number.
  • TCPA: Indicates TCPA opt-in, opt-out, or unknown status.
  • TCPA Date: Indicates the date the member opted in or out of TCPA regulations.
  • Verified: Indicates verification for Red Flag purposes, influencing the phone number’s display in Transaction Entry/Inquiry.
  • Bad Phone Date: Flag a phone number as “Bad Phone” by entering a date.

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

• Actions:
  • Add: Create a new email record.
  • Edit: Modify an existing email record.
  • Delete: Remove an existing email record.
• Fields for Adding/Editing Emails:
  • Address: Enter the email address.
  • Red Flag Verification: Indicates verification for Red Flag purposes, affecting its display in Transaction Entry/Inquiry.
  • Last Review Date: Date the email address was last reviewed.
  • Last Updated: Date the email address was last updated.

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 correspondence.
• 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 parameters.
• Member is Deceased: Checkbox to indicate if a member is deceased, which opens a field to add the deceased date.
• Related Member: Optional field to link a member to an existing member if they qualify for membership through a relationship. The relationship type can also be selected.
• Member Eligibility: Tracks how a member qualifies for credit union membership, selectable from a drop-down or entered manually.
• Override Hold Default Days/Amount: Checkbox to override the default automatic hold days and amount.
• Dividend Withholding: Enter the percentage of dividend withholding, if applicable.
• Receipt Delivery: Specifies the receipt delivery method (print, email, or archive only).
• Shared Branching Override Limits: Checkboxes to override global shared branching inquiry, deposit, or withdrawal limits for new accounts set in the configuration. If checked without additional individual limits, the member will have no limits.
• Pri/Sec Code: Indicates if an account is primary or secondary in a household, often used for marketing.
• Protect: Checkbox to prevent automatic changes to the Primary/Secondary code.
• # of Active Cards: Automatically updated field showing the number of active ATM, debit, and credit cards linked to the account.
• CUNA Plan ID: Used for credit union paid insurance to track the plan ID.
• Proxy Code: Indicates if a member has given their proxy for voting at an annual meeting.
• Proxy Date: Date the member notified the credit union about using a proxy.
• # of Signatures: Optional field to identify the number of authorized signers.
• Frozen Status: Indicates if the account is in a frozen status.
• Risk Level: Indicates the member’s risk level as defined by the credit union (e.g., low, medium, high, or numeric range).
• Last Update: Automatically updated field showing the date of the last information update.
• Employer Code: Optional field to track the member’s employer code, which can be configured as a drop-down or entered manually.
• Employee #: Optional field displaying the member’s employee number for the listed employer.
• Credit Union Employee: Defines if the member is a credit union employee, used for teller security.
• 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 balance.
• 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 effect.
• Flags:
  • Backup Withholding: Check if the member is subject to backup withholding for dividends.
  • Foreign Citizen: Indicates if the member is a foreign citizen.
  • Covered by MLA: Check if the member qualifies for MLA according to regulations.
  • Disabled: Used for IRA withdrawal purposes to indicate a member is disabled; changes the IRA code to disability withdrawal if checked during withdrawal.
  • Caused Loss: Indicates if the member has caused a loss to the credit union.
  • Account Bankrupt: Indicates if the member has included the account in bankruptcy.
  • ID Theft Protection: Indicates if the member has opted into the ID Theft Protection program and will be charged a fee.
  • Allow Purge: Check if the account can be purged during the credit union’s purge process if it meets the criteria.
  • OFAC Verified: Check if OFAC verification has been completed for the member. This is a manual process.
  • Eligible for Dividend: Check if the member is eligible for dividends on interest-bearing accounts.
  • Joint Member: Indicates if the member is a joint owner on other accounts at the credit union.
  • Insurance Eligible: Indicates if the account is eligible for credit union paid life insurance.
    

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 application.

• Actions:
  • Add: Create a new employer record.
  • Edit: Modify an existing employer record.
  • Delete: Remove an existing employer record.
• Fields for Employer Information:
  • Name: Employer’s name.
  • Company Phone: Employer’s phone number.
  • Address (Line 1, Line 2, C/S/Z+4): Employer’s address.
  • Contact Name: Name of a contact person at the employer.
  • Contact Phone: Phone number of the contact person.
  • Employed From/To: Dates of employment (blank for “Present”).
  • Title/Position: Member’s title or position at the company.
  • Full/Part Time: Indicates if employment is full-time or part-time.
  • Base Pay: Member’s base pay.
  • Paid: How the member is paid (e.g., hourly, salary).
  • Notes: Any additional notes related to the employment.

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 fields.

• Actions:
  • Edit: Modify existing UDFs.
• Fields:
  • Index: The numerical index of the UDF.
  • Description: A description of the UDF.
  • Value: The value entered for the UDF.

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 frequencies.

• Actions:
  • Add: Create a new auto address change record.
  • Edit: Modify an existing auto address change record.
  • Delete: Remove an existing auto address change record.
• Fields for Auto Address Changes:
  • Next Change Date: The date the next address change should occur.
  • Address Type: The type of address affected by the change.
  • Frequency: How often the auto address change should occur.
  • Active Record: Checkbox to indicate if the auto change address record is currently active; if unchecked, the auto change will be ignored.
  • Member Addresses (Use checkbox): Select the address the system will use for the address change.

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

• Actions:
  • Add: Create a new ID record.
  • Save: Save changes to an ID record.
  • Audit: View audit trail for ID changes.
  • Delete: Remove an existing ID record.
• Fields for ID Maintenance:
  • Sequence Number: Indicates the display order of identification records.
  • Name On ID: The name as it appears on the identification.
  • Identification Type: The type of identification (e.g., Driver’s License, Passport).
  • Description: A description for the identification.
  • Issuer (State/Country): The state or country where the identification was issued.
  • Date Issued: The date the identification was issued.
  • Expiration Date: The expiration date of the identification.
  • ID Number: The identification number.