Beneficiary Maintenance

Video Library Video Course Library Beneficiary Maintenance

1. Introduction

Beneficiary Maintenance allows credit unions to securely store and manage beneficiary information, including death payout percentages. This document outlines the various access points and functionalities of the Beneficiary Maintenance screen.

2. Accessing Beneficiary Maintenance

The Beneficiary Maintenance screen can be accessed through multiple pathways within the FLEX system, ensuring accessibility for different user workflows. Regardless of the access method, the maintenance screen’s layout and functionality remain consistent.

2.1. From the FLEX Main Menu: This is the primary menu option for direct access.

  • Path:
    • Teller
      • Teller Maintenance
        • Beneficiary Maintenance

2.2. From a Member’s Account: This method allows access to beneficiary information directly from a member’s account details.

  • Path:
    • Transaction Entry/Inquiry
      • Inquiry (drop-down menu)
        • Beneficiaries

2.3. During New Account/Share Account Opening

  • Prompted Access: The system can prompt for Beneficiary Maintenance when initiating a New Account or New Share Account opening.

3. Beneficiary Maintenance Screen Overview

The Beneficiary Maintenance screen is divided into several key sections, each dedicated to specific types of information.

3.1. Main Beneficiary List

Upon accessing Beneficiary Maintenance, a list of beneficiaries associated with the selected account is displayed.

  • Key Actions:
    • Add: Create a new beneficiary record.
    • Edit: Modify an existing beneficiary record (highlight and click).
    • Delete: Remove a beneficiary record.
    • Audit: View an audit trail of changes made to beneficiary records.
    • Refresh: Update the list of beneficiaries.
    • Copy: (Functionality not detailed in provided document, but typically used to duplicate records).
  • Displayed Information:
    • Name
    • Suffix (Sfx)
    • Home #
    • SSN
    • DOB (Date of Birth)

3.2. This section lists other accounts where the current member is designated as a beneficiary.

  • Displayed Information:
    • Account
    • Suffix (Sfx)
    • Name
    • SSN
    • Home #
  • Action:
    • Edit: Allows editing of the beneficiary record on the listed account.

4. Edit Beneficiary Details

When adding a new beneficiary or editing an existing one, the “Edit Beneficiary” screen appears, featuring two main tabs: Beneficiary and Beneficiary Employer.

4.1. Beneficiary Tab

This tab contains detailed personal and contact information for the beneficiary.

4.1.1. Beneficiary Suffix

  • Suffix: Allows selection of individual suffixes or “All Suffixes” to associate the beneficiary with specific account suffixes.
  • Sequence Number: Indicates the order of beneficiaries. If left blank, FLEX automatically assigns the next available sequence number.

4.1.2. Miscellaneous

  • Death Payout Percentage: Enter the percentage of the death payout allocated to this specific beneficiary.

4.1.3. Beneficiary Information

  • Beneficiary Type: Select whether the beneficiary is an “Individual” or “Other.”
  • Name Fields: First, Middle M, Last, Jr/Sr, Title, Nickname: Enter the full name and any relevant titles or nicknames for the beneficiary.
  • TIN Format: Select the format for the Taxpayer Identification Number (TIN), e.g., SSN.
  • TIN: Enter the beneficiary’s Taxpayer Identification Number.
  • Certified: Check this box if the TIN has been certified.
  • Drivers License/State: Enter the beneficiary’s driver’s license number and the issuing state.
  • Birth Date: Enter the beneficiary’s date of birth.
  • Gender: Select the beneficiary’s gender.
  • Deceased Flag/Date: Check the Deceased Flag box and enter the Deceased Date if the beneficiary is deceased.
  • Mother’s Maiden Name: Enter the beneficiary’s mother’s maiden name. This is often used for verification purposes.
  • Keyword: Enter a keyword for the beneficiary. This is also often used for verification purposes.
  • Relationship: Select the relationship of the beneficiary to the account holder.
  • Active Military: Check this box if the beneficiary is active military.
    • f checked, a warning will appear if a loan the beneficiary is on exceeds 36%.

4.1.4. Contact Information – Addresses

This section manages the beneficiary’s address details.

  • Actions:
    • Add: Add a new address.
    • Edit: Modify an existing address (highlight and click).
    • Delete: Remove an address.
    • Audit: View an audit trail of address changes.
  • Edit Address Screen Fields:
    • Address Line 1, Line 2: Enter the street address.
    • C/S/Z+4: Enter City, State, Zip Code, and Zip+4.
    • Country: Select the country.
    • Address Verification: Works with CASS Certification (additional module) to search USPS for address verification.
    • Red Flag Verification: Indicates verification for Red Flag purposes, affecting how the address appears in Transaction Entry/Inquiry (red or not) and impacting credit union mailing notices and report generation.
    • Bad Address Date: Indicates if the entered address is invalid.
    • Changed Date: Indicates the date the address was last modified.
    • Other Members Also Using Address: Displays other members sharing this address.
      • Update? (Yes/No): Allows the user to choose whether to update all usages of this address if it is being changed.
    • Address Usage: Indicates additional address usages. Similar to “Other Members Also Using Address,” allows updating all accounts using this address.

4.1.5. Contact Information – Phones

This section manages the beneficiary’s phone numbers.

  • Actions:
    • Add: Add a new phone number.
    • Edit: Modify an existing phone number (highlight and click).
    • Delete: Remove a phone number.
    • Audit: View an audit trail of phone number changes.
  • Edit Phone Screen Fields:
    • Phone/Ext./Country Code: Enter the phone number, extension, and country code.
    • Type: Select the type of phone number (e.g., Home, Work, Cell, Other).
    • Description: Enter a description for the phone number.
    • TCPA: Indicates if the phone number has been opted in, opted out, or is unknown according to TCPA (Telephone Consumer Protection Act) regulations.
    • TCPA Date: Indicates the date the member opted in or out according to ECPA (Electronic Communications Privacy Act) regulations.
    • Verified: Indicates verification for Red Flag purposes, affecting how the phone number appears in Transaction Entry/Inquiry (red or not).
    • Last Update Date: Indicates the date the phone number was last updated.
    • Bad Phone Date: Indicates if the phone number is invalid.
    • Phone Is Also Used By:
      • Displays additional entity usages of this phone number.
      • Update? (Yes/No): Allows the user to choose whether to update all usages of this phone number if it is being changed.

4.2. Beneficiary Employer Tab

This tab is used to record and manage the beneficiary’s employment information.

  • Actions:
    • Add: Create a new employer record.
    • Edit: Modify an existing employer record (highlight and click).

4.2.1. Employer Info

  • Name: Enter the name of the employer.
  • Company Phone: Enter the employer’s phone number.
  • Address:
    • Line 1, Line 2: Enter the employer’s street address.
    • C/S/Z+4: Enter the employer’s City, State, Zip Code, and Zip+4.

4.2.2. Contact Info

  • Contact Name: Enter the name of a contact person at the employer.
  • Contact Phone: Enter the phone number for the contact person at the employer.

4.2.3. Employment Details

  • Employed From: Enter the start date of employment.
  • To: Enter the end date of employment. (Blank = Present)
  • Title/Position: Enter the beneficiary’s title or position at the company.
  • Full/Part Time: Select whether the employment is full-time or part-time.
  • Base Pay: Enter the beneficiary’s base pay.
  • Paid: (Functionality not detailed in provided document).

4.2.4. Notes

  • Enter any applicable notes related to the employer information.

5. Screen Actions (Top Right Buttons)

These buttons are consistently available across the “Edit Beneficiary” screen.

  • ID Verification: (Functionality not detailed in provided document, but likely initiates an identity verification process).
  • Audit: Displays an audit trail of changes made to the beneficiary record.
  • Save: Saves all changes made to the beneficiary record.
  • Refresh: Refreshes the screen, discarding unsaved changes.
  • Cancel: Exits the “Edit Beneficiary” screen without saving changes.