PROCESSING MEMBERSHIP ON-LINE

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2 PROCESSING MEMBERSHIP ON-LINE POSTS CAN NOW PROCESS MEMBERSHIP AND DUES PAYMENTS ON-LINE DIRECTLY TO NATI0NAL HEADQUARTERS IN Processing Membership On-line allows updated records to be posted in days, versus the 4-8 weeks the traditional U.S. mail membership processing took. Essentially eliminating the possibility of duplicate dues renewal notices. Electronic payments using Echecks are easy to set-up and use. Slide 2

3 PROCESSING MEMBERSHIP ON-LINE PROCESSING MEMBERSHIP ON-LINE ALLOWS: Renewal of Membership Adding New Post Members with dues payment Transferring Legionnaires from other Posts with dues payment For Active member (dues payment current) transfers, still use the Member Data Form (30-001) Utilizing Echeck electronic payments via Automated Clearing House (ACH) Eliminates sending paper-checks to the Department Headquarters Eliminates sending the National/Department portions of the (3-part) membership cards Member information can also be edited in MyLegion Slide 3

4 TOPICS COVERED TOPICS COVERED Getting Started How to begin the process in MyLegion Processing Membership Manage Payment Method How to Set-Up Payments & Banking Information Per Capita Transmittals, echecks, Declined echecks Transmittal Batch Renew Membership Add New Member / Transfer-In Members Slide 4

5 GETTING STARTED GETTING STARTED Process Membership - Click this button to start the process. To set up a bank account for online Echeck payments click the Manage Payment Method button. The per capita dues payments made in MyLegion are done electronically. Echeck is the only payment method available when using this feature. Process Membership The account must be a valid business checking or savings account held with a US Bank. Slide 5

6 MANAGE PAYMENT METHOD To set up your post s payment method, enter your post s bank account information, including the Routing Transit Number and Account Number. Once all the required information on the Manage Account screen has been correctly entered, the file. Slide 6

7 DUES TRANSMITTAL The National Per Capita Dues and Department Per Capita dues, in effect at the time of the transaction, will be included in the transmittal to National Headquarters. National Headquarters will send payment of the Department Per Capita dues back to the Department Headquarters office. DUES TRANSMITTAL Send National per Capita dues + Department per Capita dues To National Headquarters NATIONAL HEADQUARTERS Will send Department Per Capita dues to your Department 7

8 Echeck PROCESSING GUIDELINES The Post account will be held until the first Echeck completes processing in the banking network. This is only necessary for the first transaction, as we need to make sure all account information is setup correctly. The processing time for Echecks can take up to seven (7) business days. During this period, a Pending charge will be placed on the funds in the checking/savings account. In addition, the batch status in mylegion will also show a Pending status during this period. After successful transfer of funds to the bank at National Headquarters, the transmittal status will change to Processed, and the member information will be updated to the National Database. Slide 8

9 DECLINED Echeck Common reasons an Echeck is declined: 1.) Insufficient funds 2.) Bank Account has been closed 3.) Invalid Bank Information If a Post submits payment for a batch of transactions and the Echeck is declined: 1. The transmittal of the batch in mylegion will be set to Declined status. 2. The Post Officer will be notified via , and the batch will NOT be processed. 3. New bank account information must be entered before you can re-submit the rejected batch. 4. Declined batches may be re-submitted. If not re-submitted within two weeks (14 days), the batch will be deleted. 9

10 DECLINED Echeck When an Echeck is declined: The Post will be charged all penalty fees levied by the ACH (Automated Clearing House) processor for declined Echecks. The American Legion National Headquarters reserves the right to suspend the Process Membership feature for a Post at any time due to a high volume of declined transactions, or malicious use of the mylegion site. Credit card payments are only accepted for foreign Posts outside of the US that do not have a checking/savings account with a US Bank. RCBP 10

11 OPEN TRANSMITTAL BATCH An Open Transmittal Batch is used to renew membership, transfer and add members. Create an Open Transmittal Batch by clicking Edit. To view processed members, click on Review in the transmittal grid. Slide 11

12 TRANSMITTAL BATCH Only one Open Transmittal Batch is available for processing at any time. An Open Transmittal Batch must be submitted before a new batch can become available. Submit a Transmittal Batch at least once a week to reduce duplicate renewal notices being sent. If an Open Batch is NOT submitted within 14 days, the batch will be deleted. A $10,000 maximum limit is in effect for each batch. Slide 12

13 TRANSMITTAL BATCH An Open Transmittal Batch is used to add, transfer or renew membership. * When renewing a member for more than one year, submit the past year's renewal dues first, then submit the current year dues in a different batch. 13

14 RENEW MEMBERSHIP Use the Member ID or Name to select a member for membership renew. Slide 14

15 RENEW MEMBERSHIP After selecting the Legionnaire to renew, check the Renewal Years and select: Slide 15

16 TRANSFER PAYING MEMBERS Only members paying dues can be transferred through the MyLegion on-line process. If the transferring member has already paid dues for the current membership year, the transfer must be requested through the traditional method using a Member Data Form (30-001). 16

17 POSSIBLE MATCHES 17

18 ADD A NEW MEMBER After entering information on a new members, save the information. 18

19 SUBMIT BATCH CONFIRMATION 19

20 SUBMIT BATCH FOR PROCESSING Manage Payment Method explains how to set up electronic payments with your bank. If bank information is not properly entered, the Submit Batch Confirmation will not appear. After submitting the batch for processing, the Process Membership form will show the batch in a pending status. Once the transaction has completed processing in the ACH network, the Transmittal Status will change to Processed. Once submitted, changes cannot be made to the batch. If needed, adjustments can be requested through your department once the transmittal processes. Allow up to seven (7) business days for the transaction to clear through the ACH network. 20