On a high level Dues and Fees system is the Local Union administration system that supports Membership Tracking, Work History Tracking and Dues and Fees Processing. Primary users of the system are Local 6 Dues/Accounting and HTC Dues Departments. The latter plays a role of the automated Clearinghouse.

List of Functional Requirements for Dues and Fees module:

• 1. Monthly member billing procedure (batch) calculates monthly dues and fees amounts owed for each active member, net balances and balances forward taking into account all previous arrearages, if any.
• 2. For walk in members, the system calculates total amounts owed for all arrearages and fees, and able to automatically apply a single payment to the appropriate categories and time periods (two payment allocation options: manual for a single period and automatic back filling).
• 3. Ability to transfer member’s paid amounts from one billing period to another.
• 4. Process Window Transactions:
  • a. Adding New Member
  • b. Change of Address
  • c. Updates to all Membership File fields
  • d. Updates to all Work History fields
  • e. Payment of Dues and/or Fees
  • f. Process Refund to Member
• 5. Automatic termination of calculating member’s dues and fees amounts owed upon not having “open” Work History record. This prevents member from appearing on future bills.
• 6. Produce member’s dues and fees payment analysis report for the last 5 years.
• 7. Process Monthly Billing (create CRF reports for Employers)
• 8. Electronic receipt and processing of Check-off File Transfers from HTC Employers
• 9. Real Time CRF Processing Status
• 10. Maintain Local Demographics and HTC Employer Demographics
• 11. Maintain Local Dues and Fees Rates
• 12. Maintain history records by Employer regarding monthly CRF data (Employer parameters, e.g., check-off processing start date, probation period days, etc)
• 13. Ability to replace or correct existing CRF, if it went into the system incorrectly
• 14. Be able to Re-instate members for all Locals
• 15. Utilization of different Addresses for different purposes and historical tracking of Address changes.
• 16. Address entry is be checked in real time to meet USPS specifications and is CASS verified (address is recognized as deliverable by USPS).
• 17. Member demographics file includes member’s email address.
• 18. Maintain photo of member on the system which will display when member master record is queried.
• 19. End of Year Statement – be able to produce an annual summary of a member’s account and membership status.
• 20. Post legitimate member’s Hours and Wages to the Eligibility File for the Funds, even if the Employer has “missing members” (waiting for Hotel to forward us New Hire demographics and HTC application card). This is done via Partial CRF processing in UFIMS.
• 21. Maintain Wage Rates and Job Classes as specified in Schedule A. Also maintain non-standard Job Classes and Wage Rates. This replaces existing NCS Craft Code (with UFIMS J-Codes).
• 22. The system allows for a combined remittance report (CRF) whereby Employers can report contributions to the various employee benefit fund and Council and Local 6 dues and fees.
• 23. In the frame of Consolidated Contribution accounting the system calculates total dues and fees amounts expected from Employers by month and thus can track Employers that are delinquent.
• 24. Provide means to calculate Local Remittance Detail Report for each Local
• 25. Automatic and manual maintenance of member I.U. statuses (WC Deposit and Issuance, TC Deposit and Issuance, Reinstatement, Initiation, SP Transfer Out, SP Transfer In, Suspension)
• 26. Check-off Data Entry from hardcopy payroll report.
• 27. Maintain Local 6 Employer Demographics
• 28. Be able to update the system so that members who prove dues were withheld are not shown in arrears – even though the Hotel did not remit the monies
• 29. Automatic set aside into “refund” pool any dues or fees amounts remitted that are in excess of the member’s obligation.
• 30. Track the withdrawal and deposit of Traveling Cards (via I.U. status maintenance).
• 31. Ad-Hoc Letters to Members and Employers
• 32. Automate the monthly process for reporting to the I.U. the Per Capita payment and any adjustments.
• 33. Conversion of all member HTC and Local 6 Dues and Fees payment transactions from NCS
• 34. Re-creation of the member master billing file (the file which contains monthly dues/fees amounts owed and net balances by member) for the last 5 years.