To select a person, select Person List from the sub-menu on the left.
The following screen will be displayed.
This screen displays a list of all persons currently on the system.
To add a person as a policyholder for the selected scheme, click the hyperlinked Add New Policy alongside the required person.
The Investment Detail screen will be displayed.
Capture data as follows:
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Transferring Fund Details |
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Administrator |
Select a value from the drop-down list.
The system will default the value for Administrator to the user capturing the Policyholder Details if nothing is selected.
The completion of this field is Mandatory. |
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Transferring Fund |
The schemes from which money will be transferred to the beneficiary fund. Select the required scheme from the drop-down list.
The completion of this field is Mandatory. |
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Trust Details |
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Reference Number |
The policyholder’s reference number. If this field is left blank, a number will be generated by the system.
Note: For Linked Trust funds, when beneficiary records are created on the beneficiary fund the system will automatically create the beneficiary record with a membership reference number of the deceased member’s reference number followed by an underscore and a number starting at 1 for each beneficiary. |
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Membership Status |
Select a value from the drop-down list.
Examples: DECEASED BENEFICIARY
The completion of this field is Mandatory. |
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Deceased |
Click the LIST button to flow to the Deceased Member Search screen and select from a list of members with a Membership Status of DECEASED.
For more information on the Deceased Member Search screen, refer to Deceased Member Search below.
Select the name of the deceased from the drop-down list, or select - Enter search - .
Note: This field will only be displayed when the Membership Status field is BENEFICIARY.
The completion of this field is Mandatory. |
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Relationship |
Select a value from the drop-down list.
Examples: MOTHER BROTHER |
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Guardian |
Click the LIST button to flow to the Person Search screen and select a Guardian from a list. |
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Relationship to Guardian |
Select a value from the drop-down list.
Examples: FATHER GRANDCHILD SON IN LAW etc. |
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First Name |
The first name of the person who is the Guardian of the beneficiary. |
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Date of Birth |
The date of birth of the person who is the Guardian of the beneficiary. |
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ID Number |
The ID number of the person who is the Guardian of the beneficiary. |
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Start Date |
The start date of this membership. The completion of this field is Mandatory. |
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End Date |
The end date of this membership. |
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Payment Reference |
Text on Notation record with a Note Type of MEMBER NOTE and a Note Header of PAYMENT REF where the Membership Status is DECEASED. |
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Investment Amount |
The total amount invested. |
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Personal Details |
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Surname |
The member's surname.
The completion of this field is Mandatory. |
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First name(s) |
The member's first names. |
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ID Number |
The member's identity number. |
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ID Type |
Select the applicable value from the drop-down box. |
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Date of Death |
Death Date on Natural Person record for the Membership with a Membership Status of DECEASED |
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Pension Amount |
The amount on the Member Values record with a Type of BENEFICIARY FUND and Subtype of RF PENSION AMT |
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Title |
Select the member's title from the drop-down box.
The completion of this field is Mandatory. |
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Initials |
The member's initials.
The completion of this field is Mandatory. |
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Date of Birth |
The member's date of birth.
The completion of this field is Mandatory. |
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Marital Status |
Select the member's marital status from the drop-down box.
The completion of this field is Mandatory. |
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Gender |
Select the member's gender from the drop-down box.
The completion of this field is Mandatory. |
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Language |
Select the member's language from the drop-down box. |
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Employee Number |
Text on Notation record with a Note Type of BENEFICIARY and a Note Header of EMPLOYEE NUMBER linked to the Membership with a Membership Status of DECEASED. |
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Allocation Details |
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Percentage Allocation |
The percentage of the death benefit that each Beneficiary must receive.
This field will only be enabled if the Membership Status is BENEFICIARY. |
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Initial Payment Percentage |
If a portion of the Beneficiary’s allocation must be paid to the Beneficiary at the time that the investment amount is processed then a value must be captured in this field.
If the full amount of the Beneficiary’s allocation must be paid to the Beneficiary at the time that the investment amount is processed then a value of 100 must be captured in this field.
This field will only be enabled if the Membership Status is BENEFICIARY.
Note: Either a percentage or an amount must be captured. If both are captured, then the following Error Message will be displayed:
Click OK to remove the message and capture either a percentage or an amount. |
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Initial Payment Amount |
If a portion of the Beneficiary’s allocation must be paid to the Beneficiary at the time that the investment amount is processed then a value must be captured in this field.
This field will only be enabled if the Membership Status is BENEFICIARY.
Note: Either a percentage or an amount must be captured. If both are captured, then the following Error Message will be displayed:
Click OK to remove the message and capture either a percentage or an amount. |
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Categories |
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Termination Age |
Percentage on Member Values record with a Type of BENEFICIARY FUND, Subtype of TERMINATION and Subtype Detail of TERMINATION AGE |
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Termination Date |
Period End Date on Member Values record with a Type of BENEFICIARY FUND, Subtype of TERMINATION and Subtype Detail of TERMINATION DATE |
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Benefit Group |
Select the applicable benefit membership group from the drop-down list. The completion of this field is Mandatory. |
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Investment Group |
Select the applicable investment membership group from the drop-down list. The completion of this field is Optional. |
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Payment Status |
Click the drop-down list to display a list of Payment Statuses from which to select a status.
Current values are:
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Regular Payment Type |
Select the regular payment type from the drop-down box. Current values are:
DISCRETIONARY FIXED PAYMENT MAX OF INTEREST NO PAYMENT |
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Tax Status |
The status of the policyholder’s tax. Select a status from the drop-down box. The following values may be selected: - TAX EXEMPT - UNTAXED - TAXED - UNTAXED – EXEMPT FROM DIVIDENDS WITHHOLDING TAX - TAXED - EXEMPT FROM DIVIDENDS WITHHOLDING TAX |
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Contribution Group |
Select the applicable contribution membership group from the drop-down list. The completion of this field is Mandatory. |
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Payment Group |
Select the applicable payment membership group from the drop-down list.
Note: If there is a Membership Group with a Type of PAYMENT DAY linked to the Scheme, the system will default the PAYMENT DAY Membership Group for the Beneficiary to the PAYMENT DAY Membership Group for which the value for Default is set to Y. If the value is defaulted, a different PAYMENT DAY Membership Group will be enabled.
The completion of this field is Optional. |
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Non-payment Reason |
If the Beneficiary is still due payment(s), click the drop-down list to display a list of Non Payment Reasons from which to select.
Current values are: NO DOCUMENTS FAMILY DISPUTE |
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FICA Indicator |
Select the applicable value from the drop-down list. The following values may be selected:
APPROVED EXEMPT FOCA COMPLIANT NOT APPROVED PENDING |
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No Ad hoc payments allowed |
Click the tick-box to indicate whether or not ad hoc payments are allowed. |
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Administration Details |
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Financial Advisor |
Select the financial advisor from the drop-down list.
The completion of this field is Optional. |
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Administrator |
Select the administrator from the drop-down list.
The completion of this field is Optional. |
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Other Account Details |
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Other Accounts |
Member Values record with a Type of EDUCATION ALLOW, Subtype of REASON and Subtype Detail equal to the value selected (MULT BEN ACCOUNTS / TRUST ACCOUNT) |
At this point, Save and Reset buttons are enabled:
If only the data captured up to this point must be saved, click SAVE. To clear the fields of any data captured, click RESET. This must be done before the record is saved.
If the remainder of the member’s data must be updated, then ignore these buttons and continue.
Note:
When SAVE is selected on the Member Details screen and an End Date has been captured, the system will retrieve the balance on the Beneficiary’s INVESTMEMB account and if it is not zero, the following error message will be displayed:
The beneficiary has an unpaid balance.
If the balance is zero, the system will check that the Payment Status has been updated.
The system will retrieve the latest BT in the Beneficiary’s INVESTMEMB account. If no BT is found, the system will check that the Payment Status is NOT APPROVED. If a BT is found, the system will check that the Payment Status is either DECEASED or FULLY PAID.
If these validation criteria have been met, the system will update the End Date on the Membership record for the Beneficiary with the End Date captured and the Beneficiary Payment Status record will be updated with the value for Payment Status and Non-payment Reason.
Capture data for the remaining fields on this screen as follows:
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Contact Details: |
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Same as Deceased |
If the contact details of the beneficiary are the same as that of the deceased, then place a tick (yes) in the Tick box.
This field will only be displayed if the Membership Status is BENEFICIARY. |
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Postal Address |
The member's postal address.
The completion of the first 2 address lines is mandatory. |
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Postal Code |
The postal code of the member's postal address.
The completion of this field is Mandatory. |
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Business Phone Number |
The member's business phone number. |
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Home Phone Number |
The member's home phone number. |
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Fax Number |
The member's fax number. |
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Cellular No |
The member's cellular number. |
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E-mail Address |
The member's e-mail address. |
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The second set of Save and Reset buttons are displayed:
If all of the data captured or updated up to this point must be saved, click SAVE. To clear the fields of any data captured, click RESET. This must be done before the record is saved.
When the SAVE button is selected, a confirmation message will be displayed.
Click OK. A screen message will confirm that the member details have been saved.
To clear the fields of any data captured, click RESET. This must be done before the record is saved.
When SAVE is selected and the Membership Reference Number field is blank and the Membership Status is BENEFICIARY, the system will find all of the Membership records linked to the deceased member selected.
The Membership record will be created with the highest Membership Reference Number of the Membership records with a Status of BENEFICIARY linked to the Deceased Member plus 1 added to the number after the underscore e.g. if the highest number is 1000_3 the new record will be created with a Membership Reference Number of 1000_4.
If there are no other Membership records with a Status of BENEFICIARY linked to the deceased member, the new Membership record will be created with a Membership Reference Number equal to the Membership Reference Number of the deceased member followed by underscore 1 e.g. if the deceased members number is 1000 the new Beneficiary record will be created with a Membership Reference Number equal to 1000_1.
The value for Administrator will be defaulted to the user capturing the Member Details screen. This will be enabled for update by selecting the list box and selecting the user.
When SAVE is selected and the Membership Status is BENEFICIARY, the system will find all of the other Beneficiary records linked to the same deceased member and sum the percentages for these records together with the percentage for the record being created. If the result is greater than 100, the following error message will be displayed:
The sum of the beneficiary allocations is equal to XXX%. Please adjust the beneficiary allocations so that the total does not exceed 100. Should you wish to re-apportion amounts already allocated please select the Amend Beneficiary Allocations option.
Where: XXX is the sum of the Beneficiary percentages. If the result is less than 100 provide the following warning message will be displayed:
The sum of the beneficiary allocations is less than 100%. Please add beneficiaries if available or adjust the beneficiary allocations.
The Percentage will be enabled for update on any Member Detail screen if there is no MEM INVSTMNT BT for the Membership. The MEM INVSTMNT BT’s will be retrieved for the Membership and if no BT is retrieved, the percentage will be enabled for update. The system will find all of the other Beneficiary records linked to the same deceased member and sum the percentages for these records together with the percentage for the record being updated. If the result is greater than 100 the error message above will be displayed.
Deceased Member Search
On the Trust Details screen, when the Membership Status is BENEFICIARY, the Deceased field will be displayed.
Click the LIST button alongside the Deceased field.
The Deceased Member Search screen will be displayed.
This screen displays a list of members with a Membership Status of DECEASED.
To search for a deceased member, capture one or more of the following search criteria in the appropriate fields:
- Surname
- Initials
- Date of Birth
- ID Number
- Reference Number
Click SEARCH.
The deceased member(s) matching the search criteria will be displayed in the lower half of the screen.
To display a list of all Memberships for which the Membership Status is DECEASED, click LIST ALL.
A list of all deceased members will be displayed in the lower half of the screen.
To select a deceased member, click on the member and click SELECT.
The Reference Number of the deceased member selected will be displayed in the Deceased field on the Trust Details screen.
