Defining Statement and Reporting Options

Select this check box to generate a monthly statement for the member. If closing a member account, clear this check box to prevent a statement from producing monthly after closing the member account.

Keyword: MO

The last date the system produced a statement for this member. This date indicates the last time the member received a statement reflecting all account activity. For example, if the member receives a monthly share draft statement and an all account statement at quarter-end, the date appearing in this field will be the quarter-end date.

A credit union-defined indicator about the member. The field label can be customized using the Customized Fields window.

Keyword: MA

Portico automatically selects this check box if a statement is produced due to:

• EFT activity automatically generated from ACH, ATM, Audio Response, Payroll, or Shared Service Center (SSC) transactions or manually generated by selecting the EFT Indicator check box on specific transactions.
• The member is assessed a Flexible Fee that has the Force Stmt check box selected on the Flexible Fees Maintenance window.
• Other activity has occurred since the member's last statement, such as an advance or rate change occurs on an Payment Type 006 loan.

For the statement to generate monthly, the Produce if EFT Activity check box must be selected in the Statement Options section on the Credit Union Profile - Member tab. Portico automatically clears the Force at Month End Because of EFT/Misc Activity check box after the member statement is produced.

Select this check box if TISA information should be disclosed on all of the member's accounts. The system will print TISA information for share accounts on the member's statement and TISA information for certificates on the maturity notices. This check box will override the Disclose TISA Information check box on the Dividends tab on the Share Profiles window and Certificate Profiles window for the share or certificate type.

Keyword: TM

The day of the month that the member will be paid dividends, charged fees, and have statements generated. Valid values are 01-28 and 31. A value of 00 indicates that the member does not have Cyclical Processing. Cyclical Processing is no longer available.

Length: 2 numeric

Keyword: CY

This field is automatically updated by Portico based on whether the member has enrolled in electronic statements.

Keyword: MT

The statement sorting option for this member. This field is used in conjunction with statement sort option V for the Member Statements Report 390/391. This field can be customized using the Customized Fields window.

Length: 15 alphanumeric

Keyword: SS

The mail code for this member's account. Statements can be sorted using the member's mail code. The sequence of a selective trial balance also can be based on the mail code. This field can be customized using the Customized Fields window.

Length: 1 alphanumeric

Keyword: ML

Security Permission: MbrInfo - Field - Mail Code - Maintain

Security Groups: Teller - Advanced and Member Services - User

The special handling code defined by the credit union for this account. Statements can be sorted using the member's special handling code. The sequence of a selective trial balance also can be based on the special handling code. You can customize this field and make it a required field in New Members & Services using the Customized Fields window.

Length: 1 alphanumeric

Keyword: HC

The special use code for this member's account. Statements can be sorted using the member's special use code. The sequence of a selective trial balance also can be based on the special use code. You can customize this field and make it a required field in New Members & Services using the Customized Fields window.

Length: 2 alphanumeric

Keyword: SU

Select these check boxes to indicate if the member has chosen to Opt-In or Opt-Out of the credit unions information disclosure to third-party vendors by means of name and address and/or MCIF extracts under these credit union-defined categories. Credit union procedure will designate whether a selected check box indicates an Opt-In decision or an Opt-Out. The system default for the check boxes are not selected. These fields can be customized using the Customized Fields window.

Keyword: OA, O1, O2, O3, O4, O5

Security Permission: MbrInfo - Fields - Disclosure Information - Maintain

Security Group: Member Services - User

Select this check box to indicate if the member has chosen to receive information from your credit union via email. System default is selected. The field label can be customized using the Customized Fields window.

Keyword: ME

Reporting Analytics: Email Opt-out Ind (Notice and privacy information folder in the Member Base subject in the Member Information folder and Notice and privacy information folder in the ME Member Base subject in the Month-end Information\Member Month-end folder)

If the Cross Sell check box is checked, Cross Sell and Tracking will review the member for sales opportunities and display the Opportunities pop-up. If the Cross Sell check box is not checked, the member will not be reviewed for sales opportunities and the Opportunities pop-up will not appear.

Indicates the member’s notice options for the group of notices. The valid values are:

H – Hardcopy. System default.

E – Electronic

B – Both

When a member enrolls in electronic notices through Virtual Branch online banking, the delivery method will be changed to E-Electronic or B-Both, depending on the credit union’s offering.

When a member enrolls in electronic notices through Corillian online banking, the delivery method will be changed to E-Electronic for all notice groups supported by the credit union. Corillian Online and Electronic Document Delivery (EDD) do not support a combination of printed and electronic notices. Enrollment and un-enrollment in Electronic Notices can only be completed from Corillian Online. Enrolling and un-enrolling members using the Stmts/Reporting/Notices tab is not permitted with Electronic Document Delivery (EDD). As a result, the fields in the Notices group box are disabled when the CoASP/EDD field is Y on the 945 Report Rules.

Regardless of whether the Demographic Update check box is selected on the Online Banking Maintenance dialog box, the primary member will receive the electronic notices sent to the linked member, if the primary member is signed up to receive electronic notices and the linked member is also signed up to receive electronic notices.

Note: The Delivery Method group box will only appear if your credit union uses electronic notices and/or email receipts.

Keywords: G1 (Certificates), G2 (NSF/Overdraft), G3 (Tax Forms), G4 (Lending), and G5 (Member)

Reporting Analytics: Certificate ENotice Ind, NSF/Overdraft ENotice Ind, Tax Form ENotice Ind, Lending ENotice Ind, and Member ENotice Ind (Member Base subject in the Member Information folder and the ME Member Base subject in the Month-end Information\Member Month-end folder)

Indicates the member's receipt option. The valid option are:

P – Print. Member receives printed receipts and has not elected to receive electronic receipts. System default.

E – Electronic. Member receives electronic receipts.

O – Opt Out of Electronic Receipt. The member has opted out of receiving electronic receipts. The member will continue to receive a printed receipt when the teller has enabled receipts.

Note: The Delivery Method group box will only appear if your credit union uses electronic notices and/or email receipts.

Keyword: RD

Reporting Analytics: Recipient Delivery Method (Member Base subject in the Member Information folder and the ME Member Base subject in the Month-end Information\Member Month-end folder)

From the Taxpayer ID Type drop-down list, select SSN, EIN or ITIN. The Taxpayer ID Number field displays the member's taxpayer ID.

Portico partially masks taxpayer ID numbers. If you are assigned to the Portico – User Can View/Maintain TIN security group or a credit union-defined security group with the Portico – User Can View TIN permission or the Portico – User Can Maintain TIN permission, an eye indicator will appear within the field to indicate that you have permission to view the taxpayer ID number. You can click inside the field to show the taxpayer ID. When you tab out of the field, the taxpayer ID will be masked. The taxpayer ID will remain unmasked as long as the field has focus.

The Taxpayer ID Number field is a read-only field. Click the Change Member TIN icon to display the Change Member TIN dialog box to change the member's taxpayer ID number.

This number must be a valid taxpayer ID number for IRS reporting. All zeros is not a valid number. The system will produce a W-9 notice (209 Report) if the SSN meets any of the following criteria:

• all nine digits are the same number
• the first three digits are zeros
• the SSN equals the account number

ITIN is used by the Internal Revenue Service (IRS) for Federal tax reporting only. It is a nine-digit number that always begins with the number 9 and has a range of 70-88, 90-92 and 94-99 in the fourth and fifth digit. The IRS issues ITINs to individuals who are required to have a U.S. taxpayer identification number but who do not have, and are not eligible to obtain a Social Security Number (SSN) from the Social Security Administration (SSA).

If you try to change the taxpayer ID number for a Non-Resident Alien from an invalid TIN to a valid TIN on the Stmts/Reporting/Notices tab, an error message will appear to ensure that the required fields for non-resident aliens are completed. Complete the following steps to change the TIN for a non-resident alien:

• From the Taxpayer ID Type drop-down list, change the SSN to ITIN and click Save.
• Click the Change Member TIN icon to display the Change Member TIN dialog box. Enter the new taxpayer ID number in the New Member TIN field, then click Find Existing Matches/Conflicts to identify any existing members or non-members with the same taxpayer ID number. Click Save to save the new taxpayer ID number.
• Go back to the Stmts/Reporting/Notices tab and change the TIN Type drop-down list to Blank. Then change the Taxpayer ID Type drop-down list from ITIN to SSN. Click Save to save the information.

If the member is a non-resident alien and is eligible for Form 1042-S, your credit union is responsible for selecting W8 Notification/Non-Resident Alien from the TIN Certification drop-down list and selecting the country of residence from the Country of Residence drop-down list. The drop-down list displays the country codes defined specifically for Form 1042-S by the IRS. These codes should not be confused with the foreign address country code. Form 1042-S will be generated for all non-resident aliens who received interest income on deposits and certificates. This excludes income on IRAs, ESAs, HSAs and OIDs. You will also be responsible for making sure that all foreign addresses are entered correctly in Portico as follows:

• Enter the foreign City name in the Address Line 2 field.
• Enter the foreign Country name in the City field.
• Enter the foreign Country Code/Province Code in the State field. The State field represents the province code for foreign addresses when the foreign country is Canada; the country name is listed in the City field and country code is not entered in Portico.

The type of Tax ID Number (TIN) must be selected from the TIN Type drop-down list if the TIN Certification field is W-8 Notification/Non-Resident Alien and the Taxpayer ID Number field contains an invalid TIN.

If the TIN is invalid, then the TIN Type drop-down list must be one of the following:

0 - No TIN required

4 - TIN required but not provided

Length: 9 numeric

Click the down arrow to select the correct certification option from the drop-down list, indicating if the TIN on the account has been certified, if the IRS W-9B notification or the IRS W8 notification applies to the account. The valid values are:

• TIN certified - The TIN has been verified as the correct TIN for the member. System default.
• TIN not certified - A W-9 notice will be generated and the account will appear on the 017 Report.
• 1st notice from IRS - The first W-9B notification has been received from the IRS. A valid date must appear in the IRS Notification field. It may be necessary to start backup withholding for the member.
• 2nd notice from IRS- A second W-9B notification has been received from the IRS. A valid date must appear in the IRS Notification field. Use this value if the IRS notification has occurred for the second time within a three calendar-year period unless the second notification occurs within the same calendar year. Do not change this field until the IRS notifies you that the member's SSN is correct. At that time change the code to SSN certified and remove the date in the IRS Notification Date field. It may be necessary to start backup withholding for the member.
• Member responded - The member has responded to the first W-9B notice. A valid date must appear in the IRS Notification field. Do not change this code for three calendar years unless the member meets the criteria for the second W-9B notice. Change the field to 2nd notice from IRS if the member meets the second notice criteria. After three years you can change the field to SSN certified and remove the date in the IRS Notification Date field.
• W8 Notification/Non-Resident Alien - This code is used to track the IRS W8 notification. A valid date may appear in the IRS Notification field. If the member is a non-resident alien and is eligible for Form 1042-S, select W8 Notification/Non-Resident Alien from the TIN Certification drop-down list. Then, select the country of residence from the Country of Residence drop-down list. The drop-down list displays the country codes defined specifically for Form 1042-S by the IRS. These codes should not be confused with the foreign address country code. Form 1042-S will be generated for all non-resident aliens who received interest income on deposits and certificates (non-IRA shares and non-OID certificates). Beginning in 2017, member birth dates will be required on Form 1042-S. If Portico finds that the Birth Date field is blank on the Contact Information tab, the message 'Member's date of birth is required for a Non-resident alien' will appear. When you click OK, the Member Birth Date Change dialog box will appear for your to enter the member's birth date. The TIN Type field is required if the TIN Certification field is W-8 Notification/Non-Resident Alien and the SSN field contains an invalid SSN/EIN. If the TIN Certification field is W8-notification/non resident alien, you can enter the foreign taxpayer ID in the Foreign Tax ID Number field. The IRS requires the foreign taxpayer ID if you are filing Form 1042-S.

Keyword: SC

Click the down arrow to select the date that IRS notification was received from the pop-up calendar or enter the date in MM/DD/YYYY format.

When the TIN Certification field is Tracks IRS W8 note, this field is used for the IRS W8 form. It may be the date of the current W8 on file or the date when the next W8 form must be completed. This date is optional if the TIN Certification field is Tracks IRS W8 note.

If the TIN Certification field is 1st notice from IRS, 2nd notice from IRS or Member responded, this field indicates the IRS notification date for W9-B notices. The date must match the effective date on the IRS notice. For a first notice, do not remove this date for 3 calendar years unless a second notice is sent to the member. When the second notice is sent, change this date to the IRS effective date of the second notice. Do not remove the date of the second notice until the IRS notifies you that the member's TIN is correct. Refer to IRS regulations for further information on W-9B notices.

This field is not required if the TIN Certification field is TIN certified or TIN not certified.

Keyword: ND

Select this check box if the taxpayer ID number entered in the Taxpayer ID Number field belongs to the primary member on the account. System default for the check box is selected.

If the check box is not selected, the TIN does not belong to the primary member. Only the name appearing in the Primary Joint Owner field on the Contact Information tab appears on the IRS year-end notices. If no name appears in the Primary Joint Owner field, the name in the Statement Name field on the Contact Information tab will appear on the notice.

Keyword: SP

Select this check box to automatically withhold a percentage of the member's dividends during dividend processing. The default percentages are specified on the Credit Union Profile - Credit Union tab. Portico credits general ledger account 844000 for the withholding amount. Withholding also occurs if the share dividend or certificate interest is calculated online. The Dividend Paid Report 220 lists the members and dividend amounts withheld.

If the Dividend Withholding check box is selected on the Stmts/Reporting/Notices tab, the share type dividend frequency is not annual, and the dividend amount is less than $9.99, the dividends are annualized to determine if dividends should be withheld using the following formula: Dividend amount/(the number of days between the last dividend date and the next dividend date) X the number of days in the year. If the annualized dividend amount is at least $10, then dividends are withheld.

For example, if there are 31 days between December 31, the last dividend date, and January 31, the next dividend date and the dividend amount is $0.77. The annualized dividend amount is .77 / 31 (rounded) x 365 = 7.30 rounded.

If there are 88 days between December 31, the last dividend date, and March 31, the next dividend date and the dividend amount is $2.15. The annualized dividend amount is 2.15/88 x 365 = 8.92 rounded.

Keyword: WD

If the Override Percentage field is 0.00, Portico will use the default withholding percentage specified on the Credit Union Profile - Credit Union tab. If the member would like a different percentage withheld, enter the percentage in the Override Percentage field.

Keyword: BW

Reporting Analytics: Dividend Withholding Override Percentage (Member Information - Member Base - Other Information query subject and Month-end Information - Member Month-end - ME Member Base - Other Information query subject)

Security Permission: MbrInfo - Field - Dividend Withholding Override Percentage - Maintain

Security Groups: Teller - Advanced and Member Services - User

Click the Exempt from 1099 Reporting option if the member is exempt from 1099 INT Reporting.

Click the Not Exempt from 1099 Reporting option if the member is not exempt from 1099 INT reporting.

Click the TX Deferred Compensation Account option if the member is included in the Texas Deferred Compensation Plan. The member is included in 1099 INT and 1099 R reporting.

Click the Canadian National option if the member is a Canadian National and exempt from 1099 INT reporting.

Keyword: TE

If the member is a non-resident alien and is eligible for Form 1042-S, select W8 Notification/Non-Resident Alien from the TIN Certification drop-down list. Then, select the country of residence from the Country of Residence drop-down list. The drop-down list displays the country codes defined specifically for Form 1042-S by the IRS. These codes should not be confused with the foreign address country code. Form 1042-S will be generated for all non-resident aliens who received interest income on deposits and certificates. This excludes income on IRAs, ESAs, HSAs and OIDs.

Portico will not produce a 1042-S notice if the net total dividend paid on a member’s non-IRA share and certificate accounts is a negative amount. Prior to year end, credit unions will be responsible for identifying and correcting members with negative dividend amounts. Tools such as Reporting Analytics can help identify members with negative dividend amounts so their records can be corrected. If corrections are not made prior to year end, the credit union must manually prepare Form 1042-S for the member and the IRS for those members with negative dividend amounts.

Reporting Analytics: Alien Country Code (Member Base subject in the Member Information folder and the ME Member Base subject in the Month-end Information\Member Month-end folder)

The type of Tax ID Number (TIN). Required if the TIN Certification field is W-8 Notification/Non-Resident Alien and the Taxpayer ID Number field contains an invalid TIN.

SSN is considered invalid if:

• The first three digits of the SSN are zero (example 000-12-3456)
• The fourth and fifth positions are zero (example 123-00-4567)
• The last four positions are zero (example 123-45-0000)
• The first three digits of the SSN are 666 (example 666-12-3456)
• The first three digits of the SSN are 900 – 999 (example 900-12-3456, 901-12-3456, 999-12-3456, etc.)
• All nine digits of the SSN are the same (example 111-11-1111, 444-44-4444, 999-99-9999 etc.)

EIN is considered invalid if the first two positions of the EIN contain one of the following invalid number combinations: 00, 07, 08, 09, 17, 18, 19, 28, 29, 49, 69, 70, 78, or 79

ITIN always begins with the number 9 and the valid range of 70-88, 90-92 and 94-99 in the fourth and fifth digit. The valid values are:

• 900-70-0000 through 999-88-9999
• 900-90-0000 through 999-92-9999
• 900-94-0000 through 999-99-9999 However, all 9’s (999-99-9999) is considered invalid if the ITIN is for a non-resident alien.

From the TIN Type drop-down list, select one of the following values:

0 - No TIN required

4 - TIN required but not provided

Keyword: TT

Reporting Analytics: TIN Type (Member Base subject in the Member Information folder and the ME Member Base subject in the Month-end Information\Member Month-end folder)

If the TIN Certification field is W8-notification/non resident alien, you can enter the foreign taxpayer ID in the Foreign Tax ID Number field. This field is optional, but the IRS does require the foreign taxpayer ID if you are filing Form 1042-S.

Per the IRS, the only special characters allowed to be entered are ampersand(&), hyphen (-), comma(,), apostrophe (‘), forward slash(/), pound (#), and the percent sign (%). The percent is used as “in care of “ and is valid in the first position only.

Portico fully masks foreign taxpayer ID numbers. If you are assigned to the Portico – User Can View/Maintain TIN security group or a credit union-defined security group with the Portico – User Can View TIN permission or the Portico – User Can Maintain TIN permission, an eye indicator will appear within the field to indicate that you have permission to view the taxpayer ID number. You can click inside the field to show the taxpayer ID. When you tab out of the field, the taxpayer ID will be masked. The taxpayer ID will remain unmasked as long as the field has focus.

Length: 22 alphanumeric, left justified

The Send Notice check box is automatically checked so that a Fraud Management Member Notices Report 052 will be generated when changes are made to the fields specified on the second page of the 052 Report Rules. You must clear the check box to prevent a 052 Report notice from being generated. The Send Notice check box is automatically re-checked after two back-office cycles. If the Produce Report Only field is Y on the report rules for the Fraud Management Member Notices Report 052, the 052 Report notices will not be generated and the Send Notice check box will not be selected.

Keyword: FR

Security Permission: MbrInfo - Field - Fraud Prevention Notice - Maintain

Security Groups: Teller - Advanced and Member Services - User

The last date that a notice was sent to the member. The Date Sent field is updated in the back-office cycle the day after the notice is sent.

Select this check box if the member can be purged from the system provided the member meets the purging criteria.

Keyword: MP

Select this check box to prevent Shared Service Center transactions on all of the member’s share, certificate and loan accounts.

Keyword: SB

Reporting Analytics: SSC Blocked Flag (Member Base subject in the Member Information folder and the ME Member Base subject in the Month-end Information\Member Month-end folder)

Select the check box to indicate the member uses the Account to Account service. You can use the option as criteria in a Cross Sell plan or as a query item in Reporting Analytics.

Keyword: AT

Reporting Analytics: Account to Account Flag (Member Base subject in the Member Information folder and the ME Member Base subject in the Month-end Information\Member Month-end folder)

Select the check box to indicate the member uses the mobile banking service. You can use the option as criteria in a Cross Sell plan or as a query item in Reporting Analytics.

Keyword: MB

Reporting Analytics: Mobile Banking Flag (Member Base subject in the Member Information folder and the ME Member Base subject in the Month-end Information\Member Month-end folder)

Select the check box to indicate the member uses the MyMoney service. You can use the option as criteria in a Cross Sell plan or as a query item in Reporting Analytics.

Keyword: MM

Reporting Analytics: My Money Flag (Member Base subject in the Member Information folder and the ME Member Base subject in the Month-end Information\Member Month-end folder)

Select the check box to exclude the member's accounts from the sweep process.

Reporting Analytics: Auto Sweep Opt Out (Member Information > Member Base)

Select the check box to indicate the member uses the Person to Person (P2P) payments service. You can use the option as criteria in a Cross Sell plan or as a query item in Reporting Analytics.

Keyword: ZS

Reporting Analytics: Person to Person Payments Flag (Member Base subject in the Member Information folder and the ME Member Base subject in the Month-end Information\Member Month-end folder)

Teller - Basic

Teller - Advanced

Member Services - User

Teller - Advanced

Member Services - User

Teller - Advanced

Member Services - User

Teller - Advanced

Member Services - User

Member Services - User

22, 36

03

25, 26

35

41

21

23, 24

05, 06

16, 17

32