IMS Funds Receivables Billable Party Maintenance/Summary & Affiliate Summary User Guide

Transcription

1 IMS Funds Receivables Billable Party Maintenance/Summary & Affiliate Summary User Guide Financial & Membership Services Membership Management Services Version 4.0 Last Update 6/3/2010 Page 1 of 39

2 TABLE OF CONTENTS Billable Party Summary... 3 Search for a Billable Party... 4 Account Balance... 5 Billing Status... 7 Member Counts/Obligation Summary... 9 Receipt History Obligation Adjustment Summary Penalty History Affiliates Summary Balances Counts Disbursements Details Billable Party Maintenance Billable Party Search Billable Party Maintenance Adding a Billable Party Effects of various Billable Party types Ending a Billable Party Billable Party Contact Information Exception Transmittal Schedule Exception Transmittal Payment Due Dates Exception Transmittal Agreements Funds Exclusion Change Fund From Included to Excluded Change Fund From Excluded to Included Billable Party Notes Last Update 6/3/2010 Page 2 of 39

3 BILLABLE PARTY SUMMARY The Billable Party Summary module provides information on a Billable Party s year to date obligation, receipts paid, billing status, adjustments to obligation, counts of members and corresponding obligation and penalties. These pages are View only and provide data through the last nightly processing. This data can be used to answer questions on receipts received, number of members, overall obligation for one or all funds, amount owed to the Owner Organization from the most recent billing and if there have been any penalty assessments. Data can be seen for current and prior membership years and the future membership year if it exists. In addition, a feature in Account Summary allows users to search for Account Balance, Receipts History, Obligation Adjustment History, Member Counts/Obligation Summary and Penalty History for archived years going back to membership year Select FRS from the IMS Home page From the FRS landing page and under Billable Party, there are modules for Maintain Billable Party, Billable Party Summary and Affiliate Summary. Last Update 6/3/2010 Page 3 of 39

4 SEARCH FOR A BILLABLE PARTY Click on Billable Party Summary. This action will take you the Billable Party search page. 1. Click on Billable Party Summary to open the Billable Party search page 2. The Owner Organization is populated. 3. Optionally select the Local name from the dropdown list or choose Select to display all the locals. 4. Optionally enter a partial or complete Billable Party Name. 5. Optionally enter the Billable Party User ID. 6. Optionally enter the Local User ID for the local associated to the billable party. 7. Click Search to open the search result page. 1. Click on the link under the applicable Billable Party to open the Billable Party Account Summary page. Last Update 6/3/2010 Page 4 of 39

5 Billable Party Summary page The billable party summary page above consists of several components found under the tabs. ACCOUNT BALANCE The Account Balance page displays the current account information for a billable party. This includes the total of annualized effective and cancelled obligations for all members in the Billable Party that have been processed in Membership, and all receipts that have been processed. Each night the obligation updates that were processed in Membership that day are sent to FRS and the database behind this page is updated. You can view this page by one of your FRS payment categories or as a summary. Last Update 6/3/2010 Page 5 of 39

6 Account Balance Membership Year Include historical years Payment Category Allows the selection of the membership year. When checked, previous membership years back to will be included in the Membership Year drop down. Allows the selection of a specific payment category or select ALL to view a grand summary. When clicked, performs the data search and displays the results. Fund Obligations Adjustments Receipts Balance Names of all included funds in the billable party. If a fund, such as local dues, has been excluded, it will not be shown on this page Total of obligation as processed in membership for the members associated to this billable party as of last night for each fund. This includes cancelled obligation as well as effective. Total net amount of all Obligation Adjustment transactions processed for the billable party for each fund. Total net amount of all receipts processed for the billable party. This is a calculated amount: [Obligation plus/minus Adjustments minus receipts]. If the balance is a positive amount, the billable party still owes you money. If the balance is a negative amount, either more receipts, more negative adjustments, or both, have been processed This indicates a credit balance for the billable party. Last Update 6/3/2010 Page 6 of 39

7 BILLING STATUS The Billing Status page looks like an on line statement Billing Status Membership Year Payment Category Allows the selection of the membership year. Allows the selection of a specific payment category or select ALL to view a grand summary. When clicked, performs a data search and displays the results. Total Obligation Obligation Due Percent Obligation Due Amount Obligation Due by YTD Receipt Percent and Amount Penalties Total Currently Due Total Year to Date annualized net obligation (Membership obligation plus or minus Obligation Adjustments). This amount will change daily as you process membership updates. The Transmittal percentage used in calculating the amount due from the most recently completed billing process. The amount computed as due from the most recently completed Billing Process. This amount is frozen that is, it is the amount computed as due and printed on the last billing statement and will not change until the next billing process. The receipt Due Date from the most recently completed billing process. Total net receipts processed through last night. This amount will change daily as you process receipts. The percentage shown represent the % of receipt paid in proportion to the Total Obligation not the Amount Due Obligation The amount of any penalty assessment (automatic /manual) that has not been paid to date. The amount owed as of the day you view the page. The calculation is Last Update 6/3/2010 Page 7 of 39

8 [Obligation Due (on second line of page) minus Year to Date Receipts plus Penalty amount]. This could change daily as you process receipts or penalties. Beginning Balance This is the Ending Balance from the most recently completed billing process. This amount is frozen that is, it is the amount computed as the Ending Balance and printed on the last billing statement. It will not change until the next billing process. Net Current Period Obligation Activity Total Current Period Receipts Total Current Period Adjustments Ending Balance Net of obligation processed in membership since the last billing process. This field clears out during the monthly billing process so that it represents obligation for this month. This figure is already included in the Total Obligation line in the top portion of the page. Net of receipts processed in FRS since the last billing process. This field clears out during the monthly billing process so that it represents receipts this month. This figure is already included in the Total YTD Receipts line in the top portion of the page. Net of Obligation Adjustment transactions processed in FRS since the last billing process. This field clears out during the monthly billing process so that it represents Obligation Adjustments for this month. This figure is already included in the Total Obligation line in the top of the page This is an amount which is calculated daily as you process membership obligation updates, Obligation Adjustments and/or receipts. It is calculated as following: [Beginning Balance plus Net Current Period Obligation Activity plus Total Current Period Adjustments minus Total Current Period Receipts] Last Update 6/3/2010 Page 8 of 39

9 MEMBER COUNTS/OBLIGATION SUMMARY The Billable Party Counts page displays counts for the number of effective memberships for each membership type under each fund in the Billable Party. The total year to date obligation as processed in Membership is displayed for each membership type. The obligation amount shown includes both effective and Cancelled obligation. The data on the counts page is updated nightly, Monday through Friday. Member Counts/Obligation Summary Membership Year Include historical years Payment Category Allows the selection of the membership year. When checked, previous membership years back to will be included in the Membership Year drop down. Allows the selection of a specific payment category or ALL to view a grand summary. When clicked, performs a data search and displays the results. Fund Membership Type Counts Obligation Total The names of all funds in the billable party The type codes for the memberships associated to this billable party having the fund in their membership obligation record Number of effective memberships for the fund type The total of effective and cancelled obligation for the membership within a fund type. The total net obligation Last Update 6/3/2010 Page 9 of 39

10 RECEIPT HISTORY This is a history of receipts attributed to a Billable Party. The receipts are in newest to oldest sequence. You can query on Current Year, Prior Year, and Future Year. You can also query all receipts for the selected Membership year or enter a Process Date range in the From and To date fields. Receipt History Membership Year Include historical years From To Allows the selection of the membership year. When checked, previous membership years back to will be included in the Membership Year drop down. To see receipts processed within a range of dates, enter the beginning date of the range in MM/DD/YYYY format To see receipts processed within a range of dates, enter the end date of the range in MM/DD/YYYY format. When clicked, displays receipt transactions based on the selected criteria. Receipt Processed Date Receipt Category Receipt Amount Ref Num Reference Date Description Batch Date Batch Num Indicates the calendar date on which the receipt was processed in the database and applied to a Billable Party. If the nightly batch job to process receipts runs before midnight, the date is today. If the job runs on or after midnight, the process date will be tomorrow. Indicates the receipt category the receipt was applied to. Indicates the total amount of the receipt Indicates the Reference Number. Indicates a date relative to the reference number of the receipt. Indicates the description that was associated with the receipt transaction Indicates the date entered in the batch header of the receipt transaction. Indicates the number of the Batch that contained the receipt transaction. Last Update 6/3/2010 Page 10 of 39

11 OBLIGATION ADJUSTMENT SUMMARY This is a history of all Obligation Adjustment transactions that were processed for a Billable Party for a membership year. Obligation Adjustment History Membership Year Include historical years From To Allows the selection of the membership year. When checked, previous membership years back to will be included in the Membership Year drop down. To see Obligation Adjustments receipts processed within a range of dates, enter the beginning date of the range in MM/DD/YYYY format. To see Obligation Adjustments processed within a range of dates, enter the end date of the range in MM/DD/YYYY format. When clicked, displays Obligation Adjustment transactions based on the selected criteria. Adjustment Date Payment Category Fund Adjustment Amount Comment Indicates the calendar date that the adjustment was processed and applied to a Billable Party. Indicates the payment category of the adjustment Indicates the fund type the adjustment was applied to. Indicates the total amount of the adjustment for the fund. Indicates a comment associated to the adjustment. Last Update 6/3/2010 Page 11 of 39

12 PENALTY HISTORY This is a history of all penalty transactions that have been applied to a Billable Party for a membership year. Penalty History Membership Year Include historical years Allows the selection of the membership year. When checked, previous membership years back to will be included in the Membership Year drop down. When clicked, displays a adjustment history based on the selected criteria. Penalty Date Penalty Amount Comment Indicates the calendar date on which the penalty was processed and applied to a Billable Party. Indicates the total amount of the penalty Indicates a comment associated to the penalty. Last Update 6/3/2010 Page 12 of 39

13 AFFILIATES SUMMARY The Affiliates Summary module provides information summarized at the Owner Organization, UniServ or local association for respective billable parties. These pages are View only and provide data through the last nightly processing. The local summary would display a sum of all Billable Parties for the local. The UniServ Summary would be the sum for all Billable Parties for all locals assigned to the UniServ. The Owner Organization Summary would be the sum of all Billable Parties in the state/nea. Staff in SEA/NEA Management can view this page daily to see a snapshot for the association s obligation vs receipts. From the FRS Landing page and under Billable Party, 1. Click on the Affiliate Summary button. This action will open the Summaries Search page. Affiliate Summaries Search Owner Organization Name UniServ Local Membership Year Include historical years Payment Category The state association (or NEA) associated with your security access is populated. If only the Owner Org name is shown, this page displays data at the highest level of summary. If queried, this is the name of the UniServ unit for the data on the page. If no local name is shown, the page is displaying summary data at the UniServ level. If queried, this is the name of the local. If your Billable parties are localsyou will see the same information on this page as the Billable Party Account pages. This is the Membership year for which this search is being conducted. The current year always is the default. When checked, add previous membership years back to to the list of years that can be selected. Select a specific payment category or leave the default of All Inclusive. to view a grand summary. When clicked, refreshes and displays data by organization owner based on the selection criteria. Last Update 6/3/2010 Page 13 of 39

14 When clicked, re-initialize the form. When clicked, opens the disbursement detail page. Note On Membership Year: After your Future Year Memberships are created, you can select Future Year from the drop down list. To switch to a different year, select the new Membership Year from the drop down list and click the button. To select an archived membership year, check the Include Historical Years box on the top right of the page and select the year from the drop down list, then click the Search button. You will be able to access archived years. Be aware that as soon as you mark the checkbox for historical years the default changes to the future year. The Affiliate Summary page displays a comprehensive view of Balance data and Counts data. Last Update 6/3/2010 Page 14 of 39

15 BALANCES The Balances data displays the current account information for summarized billable parties. This includes the total of annualized effective and cancelled obligations for all members that have been processed in Membership, and all receipts that have been processed. Each night the obligation updates that were processed in Membership that day are sent to FRS and the database behind this page is updated. Balances Funds Obligations Adjustments Receipts Balance Total Penalties Grand Total Names of all funds for billable parties included in the summary. The total obligation processed in membership for billable parties included in the summary. This includes cancelled obligation as well as effective obligations The total net amount of all Obligation Adjustment transactions processed by fund. The total net amount of all receipts processed by fund. This is a calculated amount. The balance computation follows: [Obligation plus or minus Adjustments minus receipts]. Total of all fund types by activity. Total penalties incurred by activity by the billable party. Grand total of all fund types by activity. Grand total is the sum of all totals plus penalties. Last Update 6/3/2010 Page 15 of 39

16 COUNTS The Affiliates Summary Page displays counts for the number of effective memberships for each membership type per fund for the entire state association, a UniServ or a local. The total year to date obligation as processed in Membership is displayed for each membership type. The obligation amount shown includes both effective and Cancelled obligation. The data on the counts page is updated nightly, Monday thru Friday. Counts Funds Membership Type Counts Obligation Names of all funds for billable parties included in the summary. The type codes for the memberships associated with billable parties included in the summary. Number of effective memberships records for the type and fund. Total of effective and cancelled obligations for the membership with the type and fund. Last Update 6/3/2010 Page 16 of 39

17 DISBURSEMENTS DETAILS Disbursements are records of funds collected at headquarters which are to be sent back to the local, UniServ or Other Organization. The sample disbursement page below provides a detail of the various amounts that have been paid out to the entities in the Recipient Organization column. Processing Disbursement transaction is optional in FRS. If your state association does process disbursements click the Disbursement button to view a summary. Disbursements When clicked, closes the disbursement details page Membership Year Recipient Type This is the Membership year for which this search is being conducted. The current year always is the default. Allows the selection of the type of fund to report on. Choices are: Local funds, UniServ funds, Other funds. When clicked, performs and displays results based on the selected criteria. Recipient Organization Fund YTD Obligation YTD Adjustment Indicates the name of organization on behalf of which a disbursement was processed. Indicates the fund types against which the disbursements were applied. (YTDO). Indicates the year to date obligation amount (YTDA). Indicates the year to date adjustment amount Last Update 6/3/2010 Page 17 of 39

18 Net Obligation Current Receipts YTD Receipts Balance YTD Disbursement (NO)Indicates the sum of the YTD Obligation and the YTD Adjustment (YTDO + YTDA). Indicates the total receipts amount for the current period. (YTDR). Indicates the total receipt amount to date Indicates the difference between the Net Obligation and the YTD Receipts (NO - YTDR). (YTDD). Indicates the total amount of disbursements processed to date. % Paid to Recipient Indicates the ratio of the YTD Disbursement to YTD Receipts paid a recipient at any given time. YTDD/YTDR. Balance Due to Recipient Receipts Minus Disbursements Indicates the difference between the Balance and the YTD Disbursement. Balance YTDD Indicates the difference between total receipts and disbursements to date. YTDR YTDD. Last Update 6/3/2010 Page 18 of 39

19 BILLABLE PARTY MAINTENANCE A Billable Party is an affiliate or organization that has a relationship with the State Association (or NEA) for the remittance of association dues. A 'Billable Party' is whom the State Association sends bills to, or has entries for in an Accounts Receivable report. This could be a local association, a chapter or an employer. Likewise, the National Education Association has its own Billable Parties- the state associations and some locals. The simplest Billable Party structure for a state association is at the local level. There is one Billable Party for each local and all member obligations for all payment categories are recorded in the Local Billable party. There must be at least one Billable Party in FRS for each local set up in the Affiliates System that contains members/non members with any type of obligation. A Billable Party may equate to some subdivision of a local. This may be: A chapter within the local An employer or employers within a local Employers for a chapter within a local A payment category within a local, a chapter or an employer. Some examples: A statewide local that has chapters, such as a Student or Retired local, may have a Billable Party set up for each Chapter if the state bills at the chapter level. Each chapter Billable Party only has the obligation for the members in the chapter. If an employer collects and remits the dues directly to the state, there may be an employer Billable Party set up within the local. If the employer only collects the funds paid through payroll deduction, there would be two Billable Parties for this local: For the payroll deduction obligation paid via the employer and the other obligation (cash, etc.) paid through the local. Defining a Billable Party as a local, local/employer or local/chapter is called a Billable Party Type. Note: There is no connection in Funds Receivable between Billable Parties and UniServ. Last Update 6/3/2010 Page 19 of 39

20 BILLABLE PARTY SEARCH From the FRS landing page and under Billable Party Maintenance, Click on Maintain Billable Party to open the Billable Party search page Search Owner Organization Local Name Billable Party Name Billable Party User ID Your state organization or NEA The name of the Local for which you want to perform the search. The name of the billable party for which you want to perform the search. You can enter part of the name followed by the % wild card. The billable party user ID for the search. When clicked, performs the search for the selected billable party based on the parameter values entered. If no parameter value are provided, the system will retrieve the first 100 Billable Parties. When clicked, open a billable party maintenance page in add mode. When clicked, re-initializes the form. 1. The Owner Organization is populated 2. Optionally select the Local name from the dropdown list or choose Select to display all the locals. 3. Optionally enter the Billable Party Name (if available) 4. Optionally enter the Billable Party User ID (if available) 5. Click Search to open the search result page Last Update 6/3/2010 Page 20 of 39

21 Billable Party Search Results Search Results Filter Column Mask Filter Column by which you want the data to filtered. When used, adds a dynamic functionality to the search and narrows the result based on values entered in the field in combination the filter column selection. When clicked, performs the search based on the Filter Column/Mask combination. When clicked, resets the filter criteria. Billable Party Name Billable Party User ID Affiliate Name User ID The name of your billable party. This is an hyperlink that will open the billable party maintenance page. The billable party user ID. Local the billable party is affiliated with. For NEA, it may be a state association. Local user ID. For NEA it may be a state ID. From the search results page, click on the Billable Party Name hyperlink to open the Billable Party Maintenance page. Last Update 6/3/2010 Page 21 of 39

22 BILLABLE PARTY MAINTENANCE The top portion of the page displays general information, including name, composition, User Id and Payment Categories. Billable Party Composition Local Employer Chapter State Billable Party Name User ID Billable Party ID Start Date The local association related to the Billable Party. There will be an Employer name displayed only if the Billable Party is an Employer of the Local or Chapter. There will be Chapter a name displayed only if the Billable Party is a Chapter of the Local. Only NEA uses the State field to define its Billable Parties. The billable party name A number assigned by the user from 1 to 4 digits. This can be changed at any time. The only edit is it must be unique within a Owner Organization (NEA or State Affiliate). This is a system generated ID. The date the Billable Party was entered into the system or the date the Billable Party goes into effect. For example, a BP is added August 15 but it will not be effective until September 1 so the Start Date is 09/01/2009. The Billable Party can be used as soon as it is entered in the system, even if the Start Date is in the future. End Date Do Not Print Billing Statement The date the Billable Party is no longer to be used. This can be a current date or a date in the future. Once the calendar date is reached, the Billable Party becomes inactive and goes into History. It will no longer be included on any reports or in on-line totals. A Billable party should not be ended if you are still working with it for CY or PY or has payments for the current year. When checked, indicates that no statement will print for this Billable Party. This should be used for any BP that does not need to receive a bill and will Last Update 6/3/2010 Page 22 of 39

23 help save on paper waste. For example, Staff, Misc., Complimentary or Retired locals may not need a bill. No automatic penalty Membership Year When checked, no automatic penalty will be assessed. The membership year for which the billable party payment category information is being queried. When clicked, performs search and displays a billable party s information based on the selected membership year. Payment Categories Payment Categories: Copy CY Payment Category to FY. System checked. Indicates which payment categories have been assigned to the Billable Party. You can view this information for the Current Year, Future Year and Prior Year. When checked, indicates that the payment categories assigned to the BP for the Current Membership Year should be copied to the Future Year when FYMP setup is processed. This is the standard and it would be rare to remove the check mark. The only time you would want to remove the check is if the BP next year will contain obligation for different payment categories than it does this year. For example, this year the BP contains all the states pay methods (Cash, Payroll, Other) but next year you decide to set up a new BP for the local s employer for the Payroll obligation. After FYMP SET has run, you would assign just the Cash and Other to this BP for next year. When clicked, saves changes made to the billable party s record. This also saves the information on the address tab. ADDING A BILLABLE PARTY 1. Click on Maintain Billable Party to open the Billable Party search page 2. The Owner Organization name is populated. 3. Click on New to open a new billable party maintenance page. Note the SEA name is populated in the Billable Party Name field. You will change this to be the name of the billable party you are adding. Last Update 6/3/2010 Page 23 of 39

24 4. Select a Local. State users must select a local association. 5. If applicable, select an Employer. IMS Funds Receivables - BP Maint/Summary & Affiliate Summary 6. Do not select an employer unless you are billing the employer or need to have a separate entry on the Accounts Receivable report for the obligation for the members with this local/employer. 7. If applicable, select a Chapter. 8. Do not select a chapter unless you are billing the chapter or need to have a separate entry on the Accounts Receivable for the obligation for the members with this local/chapter. 9. If applicable, select a State. SEA users do not select the State. This is for NEA only. A state association cannot select itself to be a Billable Party. 10. Enter the Billable Party Name. This could be the same as the local name, could be an employer's name, or anything else. This name is the one that prints on all FRS reports. Some users enter the UniServ Unit Number at the beginning of the name so that when statements or reports are sorted by by name, it sorts as Billable Party name within UniServ. 11. Enter the Billable Party s User ID. Up to 4 digits, alpha/numeric. This is an ID created by you to identify the Billable Party. Some users have entered the UniServ Unit Number at the beginning of the User ID so that when statements or reports are sorted by User ID, the sort appears to be by UniServ Unit. 12. Enter the Billable Party s Start Date. This could be the current date, or any date the Billable Party will be/or was in effect. 13. Check if a Billing Statement will not be printed for the Billable Party, else leave unchecked. 14. Check if the billable party will exceptionally not be assessed the automatic penalty defined at the Processing Controls level. 15. Select the Billable Party s Membership Year 16. Select the Billable Party s Payment Category(ies). All the categories will be pre-selected. 17. Check the Copy CY payment Category to FY for the Billable Party. 18. Click to retain you entries. 19. BE CAREFUL- once you click SAVE, the Billable Party Type and Payment Categories cannot be changed. Review what you have done before clicking Save. Last Update 6/3/2010 Page 24 of 39

25 EFFECTS OF VARIOUS BILLABLE PARTY TYPES Billable Party Type Components Contains obligation for: Notes Local Local All $ for all members for all payment categories in local Employer Local/ Employer A Only $ for members with this employer, all payment categories. If the local has more than one employer, another Billable Party has to be set up - either a Local type, or another Local/Employer Chapter Employer Local/ Chapter A Local/ Chapter/ Employer Only $ for members in this chapter, all payment categories. Only $ for members with this employer in this chapter, all payment categories. Other Billable Parties have to be set up Choice 1: A Billable Party for each of the other chapters in the local Choice 2: A Local type Billable Party for the obligation for members in all other chapters in the local. Other BP s have to be set up for any other employers or chapters in the local. Choice 1: A BP for each of the other employers in this local/chapter, and other BP s for any remaining chapters. Choice 2: A BP for the Local/ Chapter (leave employer blank). Choice 3: A Local type BP for the obligation for members in all other chapters in the local ENDING A BILLABLE PARTY A Billable Party should be ended ONLY if: You are no longer working with it in the Current Year, or the Prior year. There are no receipts posted to it in the Current Year. You no longer need to see it on Accounts Receivable reports or print statements for Current or Prior Year. You no longer need to see any information on it online. If you need to move obligation from this Billable Party to another, process those membership changes before ending this BP. To end a Billable Party: 1. Key a date in the End Date field. It can be the current date or some date in the future. 2. Click. Last Update 6/3/2010 Page 25 of 39

26 BILLABLE PARTY CONTACT INFORMATION This is the area of the application where you identify the contact and address to print on the billable parties billing statement. You can select one organization s address or one role assignment or one of each. If you use both an organization address and a role assignment, two billing statements will print for the billable party. Contact Information: Organization Address You can select an existing address in the Affiliates Subsystem for the local (or chapter) or in the Employers/Work Location Subsystem for the employer. You can only use an address for the organizations that are a component of the Billable Party. For example, if the Billable Party is a Local type, you can only use the local s address. You can also key a Contacts name. The Contacts Name will print on the billing statement. Contact Info Tab for an Organization Address Contact Info Tab: Organization Address Use Organization Address Contact Use Address of When checked, indicates that you will use an organization address as the billable party s address. Name of the billable party s contact. Optional entry. This could be a person's name or a generic title, such as Treasurer, Business Office or Payroll Officer. Selection indicates the type of organization (Local, Chapter, Employer) you will use for this address. The values in the dropdown are dependent on the composition of the billable party When clicked, will retrieve all billable party s organization address information based on the Use Address of selection. When checked, indicates the address to use in case there are multiple rows of addresses to choose from. Address Type Indicates the type of address used. Home, Work, Business. Line 1 Address line 1 Line 2 Address line 2 Line 3 Address line 3 Last Update 6/3/2010 Page 26 of 39

27 City State Zip City State Zip code With the Contact Info tab selected, 1. Select Use Organization Address to indicate your intent to use this feature. 2. Enter the Organization Contact name. This is optional but strongly suggested. It can be an individual s name or a generic title like Treasurer. 3. Select a value for the Use Address Of. Options available are, Employer, Chapter, Local and State. 4. Click to perform the search and display a list of available addresses 5. Enable the radio button for the address you want to use and, 6. Click to validate your settings. Contact Information: Role Address If you have set up Role Assignments for Treasurers, Presidents, Local Contacts, Billing Contacts or any role applicable to those who receive a billing statement, you can indicate you want that role associated to the Billable Party. Once a Role has been linked to a Billable Party, any time the individual for that Role changes, the change flows through to FRS. For example, if the Role linked to the Billable Party is the Local Treasurer, and the Treasurer changes from Kathy to Gail, you will see Gail s Role address in FRS automatically. Contact Info Tab for a Role Address. Contact Info Tab: Role Address Use Role Address When checked, indicates that a role can be associated to the Billable Party. Once a Role has been linked to a Billable Party, any time the individual for that Role changes, the change flows through to FRS. Last Update 6/3/2010 Page 27 of 39

28 Use Role of Role Name Selection indicates the type of organization (Local, Chapter, Employer) you will use for this role address. The values in the dropdown are dependent on the composition of the billable party Indicates the name of the role to be used. Treasurer for instance. When clicked, will retrieve the name of all parties that are associated with the Board of Directors role based on the Use Role of selection. Contact Name Address Type Line 1 Line 2 Line 3 City State Zip Name of individuals in this role. Indicates the type of address used. Staff, Home, Work, Business. The first address line The second address line The third address line City State Zip code With the Contact Info tab selected, 1. Select Use Role Address to indicate your intent to use this feature. 2. Select a value for the Use Role Of. Options available are, Employer, Chapter, Local and State. 3. Select a Role Name. Available options will vary based on the selected Role Of. 4. Click to perform the search and display a list of available contact names and addresses of individuals that would be receiving a billing statement. 5. Click to validate your settings. Last Update 6/3/2010 Page 28 of 39

29 Discontinuing an Organization/Role Address IMS Funds Receivables - BP Maint/Summary & Affiliate Summary Organization Role With the addresses tab selected, 1. Uncheck the Organization Address Option 2. Click Save 3. Click OK at update validation message With the addresses tab selected, 1. Uncheck the Role Address Option 2. Click Save 3. Click OK at update validation message Changing an Organization Address With the addresses tab selected, 1. Ensure that the Organization Address option is checked. 2. From the Use Address Of dropdown, Select an option (Local, State ) 3. Click to display Addresses available for the selected option 4. Check the radio button of the address line you want to retain 5. Click. Last Update 6/3/2010 Page 29 of 39

30 EXCEPTION TRANSMITTAL SCHEDULE When a Billable Party has one or more different payment due dates from the standard on the processing control table, they are entered as exceptions. These Exception dates are used in the calculations of when the payments are due and in aging overdue amounts. Remember there is only one Payment Due Date per Billing Process and that date applies to all your payment categories. When a Billable Party has a different transmittal schedule for the payment of funds from the standards in the Processing Controls, this schedule is entered as an exception Exception Transmittal Schedule Tab Membership Year The membership year for which the billable party information is being queried. When clicked, performs search and displays a billable party s information based on the selected membership year. Billing Process ID Billing Process Date Payment Due Date Transmittal schedule percentages by payment category: Sequence number of all the billing processes for the member obligation year. This is from the Billing Process schedule in Processing Controls. The Billing Process ID links the Billing Dates, Payment Due Dates and Transmittal Schedule Percents together. This is the date assigned to each Billing Process ID. These dates are setup in the Processing Controls. Changes to dates cannot be made in this section. This is the date when the Billable Parties owe a payment to the Owner Organization (state or NEA) for amounts calculated as now due by this billing process. There is one Payment Due Date per Billing Process. This due date is used in the Funds Aging Process to determine when unpaid amounts are overdue. The Payment Due Date prints on the billing statement. This field displays the percentages set up for your FRS payment category for each Billing Process ID. The percentages are used by the Billing Process calculation to determine amounts now due. When clicked, saves changes made to the billable party s record. Last Update 6/3/2010 Page 30 of 39

31 EXCEPTION TRANSMITTAL PAYMENT DUE DATES The first payment due date you enter for the Billable Party should be the earliest date any payment is due, regardless of payment category. You control the computation of the actual amount due to the state by the transmittal percents you enter for the specific payment categories. Billing Process Date Payment Due Date Cash % Payroll % 1 9/30/ /25/ /30/ /25/ /30/ /21/ /22/2009 1/25/ In the example above the first payment for dues collected through payroll deduction is not due to the state until Dec 21, However payments collected from Cash payments are due beginning October 25. The earliest payment due date of October 25 is entered for Billing Process 1 which runs the night of Sept. 30. No amount due for payroll obligation will be calculated since the percentage is set as 0%. Only an amount due for cash obligation will be computed as there is a percentage figure for Cash. Not until the Nov. 30 Billing Process will any amount due be computed for payroll obligation. With the Exception Transmittal Schedule tab selected, 1. Select the Membership Year and click. This action will perform a search and display a list of billing processes 2. Highlight a billing process row that is yet to be processed (Not in bold) 3. Double-click the Payment Due Date cell on the row you highlighted 4. Adjust the entry to reflect the change you want to implement Last Update 6/3/2010 Page 31 of 39

32 5. Click to record your change. To change an existing Exception Payment Due date, follow these same steps. EXCEPTION TRANSMITTAL AGREEMENTS When a Billable Party has a different transmittal schedule for the payment of funds from the standards in the Processing Controls, this schedule is entered as an exception. There may be a case where a Billable Party pays at the same rate as the standard for one payment method, such as Cash, but is on a different payment schedule for Payroll Deduction. These Exception Schedule percentages will be used in all calculations in the statement and aging overdue amounts tables. The exception percentages can only be entered for the same FRS payment methods that are on the Processing Controls. These percentages should be reviewed each fall for applicability for the new year. All new exceptions or changes to the exceptions should be in place before your first Billing Process for the new year. The percentages are recorded in the system as a cumulative amount. If 10% is due to you each month from October through June, you would record: o 10% in the September Billing Process entry, o 20% in October, 30% in November until 100% is recorded in May s entry. You do not record a 10% figure in each month s entry. If you bill for 12 months, you would enter 8%, 16%, 24%, 32% etc., until 100% has been reached. If you bill at different intervals, just divide that number of payments by 100 to derive the percentage for a month, then add it up for each subsequent month. The system is expecting the percentages to have a logical progression from a low number to a high number. For example, the percentage for the October Billing is 10% and is incremented each month until 100% is reached. It is possible to have the percentage be the same for several months is a row, but it is not OK to have one month s percentage be lower than last month s percent. As an example: o OK- 8%, 16%, 24%, 32%, 40%, 48%, 56%, 64%, 72%, 80%, 88%, 100%, o OK- 25%, 25%, 25%, 50%, 50%, 50%, 75%, 75%, 75%, 100%, 100%, 100% o Not OK- 10%, 20%, 30%, 25%, 40%, 35%, 60%, 60%, 55%, 100% When entering the Exception Transmittal percentages, you have to be sure there is a logical progression in the numbers. If you do not make an entry in every month, the standard percents from the Processing Control table are part of this progression. Since these are Exception Transmittal percents you only need to enter percents for Billing Process Numbers where they are different from the standard. Enter the percentage as 2 or 3 digits (10%, 50%, 100%) or up to 2 decimal places (10.55%, 33.33%) Last Update 6/3/2010 Page 32 of 39

33 There are 2 patterns for Exception Transmittals: 1) Those that pay the same percents as the Standard Schedule but start later and finish later in the year 2) Those that pay a totally different percent schedule. Example of Exceptions for same percentage schedule but starting later in the year. Billing Process # Date Payment Due Date Standard Transmittal % Exception Due Date Exception Transmittal % 1 09/30/ /25/ /30/ /25/ /30/ /23/ /04/ /25/ /29/ /25/ /26/ /25/ /31/ /25/ /30/ /25/ /28/ /25/ /30/ /25/ /30/ /25/ /25/ /31/ /25/ /25/ Example 1 of Exceptions for those on totally different schedule Billing Process # Date Payment Due Date Standard Transmittal % Exception Due Date Exception Transmittal % 1 09/30/ /25/ /30/ /25/ /30/ /23/ /04/ /25/ /29/ /25/ Last Update 6/3/2010 Page 33 of 39

34 6 02/26/ /25/ /31/ /25/ /30/ /25/ /28/ /25/ /30/ /25/ /30/ /25/ /25/ /31/ /25/ /25/ /30/2010 7/25/ /25/ Example 2 of Exceptions for those on totally different schedule Billing Process # Date Payment Due Date Standard Transmittal % Exception Transmittal % 1 09/30/ /25/ /30/ /25/ /30/ /23/ /04/ /25/ /29/ /25/ /26/ /25/ /31/ /25/ /30/ /25/ /28/ /25/ /30/ /25/ /30/ /25/ /31/ /25/ Last Update 6/3/2010 Page 34 of 39

35 With the Exception Transmittal Schedule tab selected, 1. Select the Membership Year and click. This action will perform a search and display a list of billing processes 2. Highlight a billing process row that is yet to be processed (Not in bold) 3. Double-click the Payment Category cell(s) on the row you highlighted as shown on the page above. 4. Adjust the percentage entry(ies) to reflect the change(s) you want to implement 5. Click to record your change. FUNDS EXCLUSION The normal flow of obligation from the Membership/Obligation/Employment (M/O/E) System to Funds Receivables includes all obligations for all funds in all members obligation records. However, there may be funds you wish to record in membership for displaying on rosters or membership materials, but you are not responsible for the collection or billing of these funds. Typically this is Local Dues or Local PAC which goes directly to the locals. Any fund that is processed in MOE may be excluded in FRS if it is not to be billed or accounted for by the state association. If the fund is excluded, it will not appear in FRS on line pages or reports. Funds may be excluded for a specific FRS payment category. For example, local dues for Cash and Bank Card are excluded because the local receives those payments directly; local dues for EFT and Payroll Deduction are included because these are collected through EFT and Payroll Deduction and the payments are sent to the state association. If a fund by payment category is excluded on the Processing Control table, it is excluded for all Billable Parties. If a Fund Exclusion does not apply to all Billable Parties, do not set it as an Excluded fund on the Processing Control Table. This would be done through Billable Party Maintenance for the applicable Billable Parties. Each time you add a new local to the Affiliates system and set up local dues, you need to determine if the local dues will be recorded or excluded in FRS. Last Update 6/3/2010 Page 35 of 39

36 Ideally all fund exclusions for a membership year should be in place before your Future Year Membership Process is run. If a fund is assigned as an Excluded fund before your FYMP Process is run and will remain an Excluded fund for the new membership year, FRS will not include the obligation and nothing further needs to be done. If a fund is assigned as an Included fund before your FYMP Process is run and will remain an Included fund for the new membership year, FRS will include all that fund obligation from MOE and nothing further needs to be done. CHANGE FUND FROM INCLUDED TO EXCLUDED At some point after the Future Year Membership Process has run, and created the obligation in FRS for a membership year, you may determine a fund should be now be assigned as a Excluded Fund. Go to the applicable Billable Party or Processing Control and assign it as a Excluded fund. A warning message will appear when you attempt to Exclude a fund at either the Processing Control level or the Billable Party level advising you to remove the existing FRS obligation or process an adjustment. You have two options on handling the existing obligation in FRS. Option 1 1. In MOE or MEX remove all obligations for the fund. Transactions will flow to FRS removing the obligation that night. In FRS verify no receipts have been applied to the fund; if there are receipts, you must process a negative receipt for the amount and apply it to another fund. 2. The next day, after verifying all obligation has been removed, assign the Fund as a Excluded Fund. 3. If you need the fund obligation in Membership, use MOE or MEX to add the obligation back to the members obligation records. Be certain you add back the same amount that was in the obligation to begin with. Option 2 1. Leave the existing obligation in FRS and process a negative Obligation Adjustment transaction for the amount. This will create a zero balance for the fund. Verify no receipts have been applied to the fund; if there are any receipts, you must process a negative receipt transaction for the amount and apply it to another fund as the fund balance should be zero. 2. The next day assign the fund as an Excluded Fund. 3. If you use Option 2 the original obligation will remain in the Journal Entry Control Report Year-To- Date figures for the remainder of the membership year. You need to remember there was an offsetting Obligation Adjustment for the fund which will also show on the Journal Entry Control report. 4. The now Excluded fund will NOT be included in the Accounts Receivable reports or the Billable Party Account Balance data. CHANGE FUND FROM EXCLUDED TO INCLUDED Last Update 6/3/2010 Page 36 of 39

37 At some point after the Future Year Membership Process has run, and created the obligation in FRS for the membership year, you may determine a fund should now be Included because you need the obligation to be in FRS. While you can un-assign a fund from Exclusion at any time during the year, obligation changes will only begin to flow from Membership to FRS from the date the fund was changed to being an Included fund. A batch job will automatically be run at night to get the full membership year to date obligation amount for the newly included fund. FRS will show the full obligation the next day after this special job has run. Exclude Funds From FRS Membership Year The membership year for which the billable party payment information is being queried. When clicked, performs search and displays a billable party s information based on the selected membership year. Funds to be Included in FRS List of funds that will be included in FRS. When clicked, moves a fund type from the Funds to be included in FRS column to the Funds to be excluded in FRS column. When clicked, moves a fund type from the Funds to be excluded in FRS column to the Funds to be included in FRS column. When clicked, moves all fund types from the Funds to be included in FRS column to the Funds to be excluded in FRS column. When clicked, moves all fund types from the Funds to be excluded in FRS column to the Funds to be included in FRS column. Funds to be Excluded from FRS Funds Excluded at State Level List of funds that will not be included in FRS. The funds excluded will not show up in any page or report, and will not be included in calculations of amounts owed during the billing cycles. List of funds that are excluded by the state or NEA at the Processing Controls level. This cannot be overridden by the billable party. Last Update 6/3/2010 Page 37 of 39

38 When clicked, saves changes made to the billable party s record. With the Exclude Funds from FRS tab selected, 1. Select the Membership Year and click. 2. To Exclude a fund: From the Funds to be Included column, select the fund type you now want to exclude. To Include a Fund: from the Funds to be Excluded column, select the fund you now want to include. 3. Click to move the fund to the appropriate column. 4. Click on. BILLABLE PARTY NOTES FRS gives you have the ability to record a free form text note about a Billable Party. Last Update 6/3/2010 Page 38 of 39

39 Notes Notes Free text field. When activated, allows the entry of a note relative to the billable party. When clicked, saves changes made to the billable party s record. To add a Note: 1. Ensure that the Notes tab is enabled, 2. Type in a note about this billable party. 3. Click to record your changes. To remove a Note: With the Notes tab selected, 1. Clear notes field 2. Click to record your change. Last Update 6/3/2010 Page 39 of 39