Member ServicesMembership Administration, Billing and Reporting Support for Your TAB Business

GoalsAfter this session, you will know:

How to complete membership applications accurately.

How to process changes to members.

About the collection services we offer.

About the reports TAB provides.

About the Franchise Income Statement.

About the TMD forms.

ContactsMember Services Team (303) 839-1200Angela Edwards: Accounting Manager ext.

148Jan Frick: Member Services & A/R

ext. 113Sonya Scott: A/P Specialist ext. 156

Financial Management TeamRay Goshorn: Chief Financial Officer ext.

108

Blank Member Application This Page can be located by clicking on Quick Links & then clicking on New Member Forms

EFT/Credit Card Authorization Form

Membership Application

Blank Member ApplicationComplete & sign both the

application and (if applicable) EFT/Credit

Card form and make copy for member & keep a copy for your records. Enter the information on the Online

Member Application

Change to your contact information and save to your computer (This will need to be done on the

EFT/Credit Card form as well)

Territory code is assigned by TAB.

SignaturesMember and facilitator must sign and date the application.

Any dollar amount changes to the completed application should be clearly stricken; the new amount entered and initialed by both parties.

EFT & Credit Card Authorization

Get a copy of the voided check to keep for your records

Download and save your information.

EFT & Credit Card Authorization

Have the member sign the form under appropriate section and keep for your records. Submit information on the Online

Application

Member Online Application

Click here to submit a new member app online

Completing the Online Application

Complete Membership & Coaching type chosen by prospect

Online Application Continued

Member InformationFill in all required

fields

Check if Performance Guarantee and/or MAPP

Online Application Continued

BAF & DuesBAF can be paid same or differently from how Dues are paid.

Three billing options

Visa, Master Card, AMEX, Diners, Discover 2.8% of your portion. Processed 23rd-25th of each month.

Invoices mailed on 10th of month.EFT is $1.00 per transaction. Processed 23rd-25th of the month.

First Board Meeting date, or Coaching date if doing Coaching only. (If the field is left blank, member will be put on pending and monthly dues will NOT be activated)

Amounts must be entered without $ and decimals (ex: 500 not $500.00)

Online Application Continued

BAF & Dues

When you select EFT/Credit card, the page will reload to enter the appropriate data (Fill out all required fields)

Submitting Online Application

Once you click submit the application is sent to Corporate and entered into the system within 24

hours

Check box and click submit

First Month Charge Process

Member signs up on 1st, can pay $750 BAF by check.

Application received by us on the 4th. Member is billed $750 for BAF and $550 for 1st month’s dues

An example of Member starting in same month application received. Total charges = $1,850 for the 1st month.

Member billed $550 for the next month’s dues (10th – invoiced, 23rd – EFT, 25th – credit card.)

Ensure Your Income Flow Starts

**1st Meeting Date**

It is the trigger that activates the member billing process whether

EFT, CC or invoicing.

1st Meeting Date If you have not established your

target 1st meeting date, you may leave this field blank and still register your member with TAB (Status as Pending, not Standard).

Once you know your 1st meeting date, you must complete an online Member Status Change Form to record the 1st meeting date with Member Services to activate the billing process.

Board Numbers

101 – 109 = Emerging Entrepreneur Board210 – 219 = Emerging Board 310 – 319 = President’s Board401 – 409 = Strategic Board 501 – 509 = Chairman’s BoardRefer to your Initial Training materials and Operations Manual for board descriptions and board formation strategies by member profile.

Board numbers within same tier are assigned in progression: 210, 211, 212, 213

Welcome LetterTAB will send a welcome letter to

the member with a copy to the facilitator via e-mail within 2 business days of receiving the application.

The welcome letter has the member Web site login and password.

Accounting Reports & Member Change

Forms

ObjectivesAfter this session, you will know how to process member changes including: Where to find accounting reports and what

is on them Where to find the online Member Change

Form. How to:

Change a status Resign a member Change and waive dues Change or assign a board number Change a member’s address

What happens on your end when yousend in the Member Change Form.

Location of Accounting Reports

Reports are updated each night to provide up-to-date, accurate information on your members

Click here to access the Accounting

reports

The Reports

Reports will show member status, member #’s, SIC codes and receivables information

Accounting Reports A/R Trial Balance Report. Most

useful in determining billing; matches invoices to money received.

Cash Receipts by Date Range. Who paid what and when it was paid.

Member with SIC Codes. Lists member numbers and SIC codes.

Membership List. Lists status and Board numbers.

Accounting Reports A/R Aging Report. Members listed

by # of days out—current, 30, 60, 90, 120 days. Run this report before each board meeting to discuss with members who are in arrears.

Member Attrition Summary. Summary of the number of members that have resigned from your boards by quarter since their respective “1st Meeting Date.”

Member Attrition Details. Individual member detail of those members who have resigned from your boards since their respective “1st Meeting Date.”

Accounting Report Tips Back-date the report far enough

to pull everything you want to see.

Check your reports routinely. For corrections, complete an online Member Change Form.

These reports can be exported to Excel or Word.

Location of Member Change FormClick here to

Update Members. Once page is loaded you will see a list of

members. Click one of the icons below next to the member name to either access the

Status Change Form, change member

contact info or reset their password.

Member Status: ActiveSTND = Standard Applications indicating 1st

Meeting Date. Member attends board meetings and is billed.

SBL= SBL only Member is receiving private coaching sessions only

SCH = Scholarship Member may be experiencing a financial hardship or represents a government entity, clergy or chamber of commerce, for example. Upon completion of a Scholarship Form, they attend board meetings at a reduced cost to be determined by the facilitator ($0 to $100 or more). Appear as active inreports.

Member Status: OtherPEN = Pending Applications with no 1st

Meeting Date. While the BAF amount is billed as soon as the application is received, you must complete an online Member Change Form to indicate the 1st Meeting Date to trigger billing and move a member from Pending to Standard.

LOA = Leave of Absence Member is temporarily unable to attend meetings and is not to be billed during this period—up to 6 months.

RES = Resigned Member is not billed and does not attend meetings.

Scholarship Form Location

Under Quick Links, click on New Member Forms. Scroll down and select Scholarship Program 3-05.

Performance Guarantee Form Location

Under Quick Links, click on New Member Forms. Scroll down and select Performance Guarantee Certificate & Checklist

Online Member Change Form

Facilitator Name & email will be automatically generated

Select What you would like to do today

Section One: Status Change

Select the new member status

When the status change button is selected next to the member name, the member name will be displayed on the form

Member’s current status & board # will automatically

generate

Select the month the change will occur

If resigning member, select month as described

Restart BillingA second Member Change Form must be submitted to restart the billing if the member is changed to LOA or SCH.

Reason: Many times the LOA or SCH is extended or changed.

Resignations Resignations are always done at

the end of the month. They will appear as resigned on the reports only as of the last day of the month, when the actual status is changed.

This ensures information in the database remains accurate through the end of the month.

Indicate reason for resignation in box provided.

Effective Month TAB bills one month in advance. Effective Month is the month we are

billing for, not the month we create the bill. For example, we bill in December for

January. January Effective Month means billing

dues for the January Meeting; this bill is sent in December for January. What month do you want us to

collect dues for? If you want January dues, resign the member January 31st if you don’t, resign the member December 31st.

Section 2: Dues & Additional Information

Dues section must be completed when: Member moves from one status to

another. This includes changing a new member from

PEN to STND.

Changing Dues amounts. Changing payment frequency. Changing billing type—invoice, credit

cardor EFT. New EFT/CC form is required.

Waiving Dues. Can be done anytime due to cancelled

meetings or special circumstance of a member.

Section 2: Dues & Additional Information

Effective month is the month you want the dues change to occur. Ex. January First Meeting = January as Effective Date

Use waive dues for one

or two months without

putting the member on

LOA or SCH.Indicate the

start and end dates with

“From” and “To”

Describe in your own words what you want done to support what you completed in the form and add clarity. Also, you may enter

information that you want to change for the member that cannot be explained in the above fields

Click Submit when finished

Submit It You will get a copy of the Member

Change Form sent to your e-mail. This verifies that we received the status

change. If you do not receive a copy, TAB did

not receive the Form. Print a copy of the change request

e-mail and file it with your member records. It is your proof that it was sent.

Cut-Off Times

Cut-off times are Mountain Time

                   

TAB BOARDS INTERNATIONAL

2011 Member Cash Receipt Calendar

                   

  Cut-Off for Status Changes Month End Cash ReceiptsBilling Type Invoicing   EFT   Credit Card   Checks Rec'd   New Applications

  10th day of the   23rd day of the   25th day of the   End of the   @ EOM w/

  Month   Month   Month   Month   Credit Card

  All Status Changes and Cash Receipts MUST be Received by 2pm MST ON:

                   

January Fri 1/7/11   Thurs 1/20/11   Mon 1/24/11   Mon 1/31/11   Mon 1/31/11

February Wed 2/9/11   Tues 2/22/11   Thurs 2/24/11   Mon 2/28/11   Mon 2/28/11

March Wed 3/9/11   Tues 3/22/11   Thurs 3/24/11   Thurs 3/31/11   Thurs 3/31/11

April Thurs 4/7/11   Thurs 4/21/11   Fri 4/22/11   Mon 5/2/11   Fri 4/29/11

May Mon 5/9/11   Fri 5/20/11   Tues 5/24/11   Tues 5/31/11   Tues 5/31/11

June Thurs 6/9/11   Wed 6/22/11   Thurs 6/23/11   Thurs 6/30/11   Thurs 6/30/11

July Thurs 7/7/11   Thurs 7/21/11   Fri 7/22/11   Mon 8/1/11   Fri 7/29/11

August Tues 8/9/11   Mon 8/22/11   Wed 8/24/11   Wed 8/31/11   Wed 8/31/11

September Thurs 9/8/11   Wed 9/21/11   Thurs 9/22/11   Fri 9/30/11   Fri 9/30/11

October Fri 10/7/11   Thurs 10/20/11   Mon 10/24/11   Mon 10/31/11   Mon 10/31/11

November Wed 11/9/11   Mon11/21/11*   Tues 11/22/11*   Wed 11/30/11   Wed 11/30/11

December Thurs 12/8/11   Tues 12/20/11*   Wed 12/21/11*   Mon 1/2/12*   Thurs 12/29/11*

                   

If a scheduled date falls on the weekend, items are processed the Friday before.

*Due to holidays, the notated dates are exceptions.

Cut-Off Times Exceptions If scheduled dates fall on the

weekend, items are processed on the Friday before.

Exceptions are that EFT & credit cards will be processed on 11/22/11 & 12/21/11 and 11/23/11 & 12/22/11, respectively.

EFT = Electronic Funds Transfer (New Accounts will be processed immediately).

Checks received after the month-end deposit will be reported on the subsequent month's income.

Important Things to Remember NO BLANKS.

1st Meeting Date is REQUIRED to activate billing process.

When you have members on LOA or SCH, you must complete an online Member Change Form to reactivate regular billing. Billing cannot be reactivated based on

any dates provided in the first online Member Change Form since information may change during that time.

Prevents unintended billing of the member who does not come back or extendsthe status.

FAQsWhat happens if a credit card declines?

1. TAB notifies the facilitator.2. The facilitator contacts member for new

payment information.a. If an updated expiration date is needed, a

new Credit Card Form is not required.b. If a different credit card will be used, a

new Credit Card Form is required.3. TAB can only receive credit card

information via fax. Fax number 720-889-1375.

Collection of Past Due Accounts Up to Facilitator to determine collection

process by member. Terms for payment are net 15 days from

the date of the invoice. We automatically send a past due

notice to your members who are 30 days past the invoice date. Notify Membership Services if you do not want a past due notice sent to your member.

We will send statements if requested to do so.

Collection of Past Due Accounts You may request Member Services

to contact an outside collection agency to collect the monies owed. The agency will retain a % of the collected amount. You will receive your portion on all monies received by TAB.

The outside collection agency will also work on getting a judgment on the debt owed. Fees for this will vary by location. There is no guarantee that you will get your money.

Franchise Pay Schedule

Month Income Paid to FACMember Cash Mail / EFT Day of

Collected Date Week     

January 2/14/11 MondayFebruary 3/14/11 Monday

March 4/14/11 ThursdayApril 5/13/11 FridayMay 06/14/11 Tuesday

June 7/15/11 FridayJuly 8/12/11 Friday

August 09/15/11 ThursdaySeptember 10/14/11 Friday

October 11/14/11 MondayNovember 12/14/11 WednesdayDecember 1/13/12 Friday

Franchise Income StatementReview key contract

info upon receipt of statement.

Prepared monthly and includes all of the Gross Receipts for the franchise for the prior month.

Franchise Income StatementCurrent board # for members

Total amount paid by member that month

Code for method of payment: ac, cc, ck, pd

Franchise Income StatementPortion of payment

that is BAFPortion of payment that is Dues or SBLTMD Support bonus

from 1st dues collected

Franchisee portion of the Dues or SBL

Franchisee portion of the BAF

Franchisee portion of fees (2.8% CC; $1 transfer; $2 refund)

Franchise Income Statement

Amount payable to franchisee before other deductions

Applicable deductions subtracted before determining payment to you

Paid on the 10th business day of the month

Applicable Deductions Any invoices billed to the franchisee

prior to the 15th of the previous month for products, supplies and services that are unpaid as of the issuance date of the statement.

The monthly Opportunity Fee payment if elected.

The Member Admin and Support Fee—$10 per member that is STND (Active) or on LOA status at the end of the statement month.

Applicable Deductions The current Marketing Development

Fund Fee. During the first 12 months or until election of the Opportunity Fee, it is 1% of gross revenue received. Then, it becomes the greater of 1% or a fixed amount based on your territory size.

Other costs such as conference fees, promotional literature, etc.

Ordering New Member Kits

E-mail marketing@thealternativeboard.com Process to be redefined in early 2011

TMD Payment Report

TMD Weekly Membership Campaign & Payment Form The TMD will complete this form

weekly after each GIM. It triggers the processing of TMD

payments. It tracks prospective members

met with for TMD bonus calculations.

Facilitator reviews and approves the listed names prior to submitting the form to TAB Corporate.

Questions?