Table of Contents. Foreword...1

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2 Table of Contents Foreword...1 Section 1: New Memberships...3 Adding New Members...3 Dues-Withholding Details...4 National Life Membership...6 Distinguished Member Program...7 Adding or Transferring Chapter Members...7 Membership Cards...8 Section 2: Other Member Records...9 Prospective Members & Recruitment...9 Inactive Member Records...10 Membership Renewals...11 Changes to a Member Record...12 Changes to Officer s Roster...12 Logistic Support Area...12 Section 3: Reports and Listings from Headquarters...14 Chapter Activity Report (M-112)...15 Semi-Annual Membership Roster (M-114)...16 Chapter and Federation Officer Roster (M-111)...18 Chapter Membership Summary (M-110)...19 Chapter Dues Advance Payment Report (W-101)...20 Ordering Special Membership Labels/Listings/Disks...21 Section 4: Other Functions of Member Records...22 Publications and Subscription Fulfillment...22 NARFE magazine: Delivery Choices...23 Membership Inquiries and Correspondence...24 Section 5: Sample Forms...25 Member Records Manual

3 Foreword M aintaining the membership records system and NARFE magazine mailing list, which includes more than 300,000 members and subscribers, is the responsibility of NARFE Headquarters. We continually strive to provide the best information possible to our membership and the field by maintaining complete and accurate membership records. The membership master file includes all active members, potential and inactive members, subscriber and complimentary records. The information from the membership master file is used to generate rosters, reports, printouts, dues notices, membership cards and mailing labels. The NARFE membership system has been developed and improved over many years. Working together, NARFE s members and Headquarters staff have molded the system to suit the needs of an ever-changing organization. This edition of the NARFE Member Records Manual provides useful information to chapters, federations and others concerning procedures and forms needed to maintain an accurate and up-to-date membership records system. This revised manual supersedes all previous editions. Member Records Manual 1

4 For the state of ; 20 and 20 EXECUTIVE VICE PRESIDENT 21 SECRETARY PLEASE READ THIS ENTIRE FORM CAREFULLY BEFORE FILLING IT OUT. 2. Every office is assigned a specific number code, Member Name Member Name entered in the computer database in numerical Address Address sequence to speed entry. City, State, Zip City, State, Zip Please do NOT change or type-over titles not used by your federation. Check box next to title if the Phone # ( ) Fax # ( ) Phone # ( ) Fax # ( ) officer listed is a new officer The federation secretary or secretary-treasurer should use this form to report federation officers 1ST VICE PRESIDENT 22 TREASURER 24 (elected and appointed) to headquarters immediately after: Member Name Member Name Every federation convention, but no less than Address Address annually City, State, Zip City, State, Zip In convention years, submit with the convention report (F-22) as soon as possible after the Phone # ( ) Fax # ( ) Phone # ( ) Fax # ( ) convention. If the F-22 is delayed over two weeks after the convention ends, send this F-7A separately and 2ND VICE PRESIDENT 22 SECRETARY TREASURER 25 check here: Every change in any federation office Member Name Member Name 4. Note: Every federation officer must be: a national Address member AND a member of a chapter of the Address federation. City, State, Zip City, State, Zip Submit this completed form to : Phone # ( ) Fax # ( ) Phone # ( ) Fax # ( ) NARFE, Attn: Federation and Ch ap ter Services, N. Washingto n St. Alexand ria, VA PRESIDENT 20 (Check box if this is a new officer) 3RD VICE PRESIDENT 22 LEGISLATIVE CHAIR (Federal Legislation) 26 _ Member Name Member Name Member Name Address Address Address City, State, Zip City, State, Zip City, State, Zip Phone # ( ) Fax # ( ) Phone # ( ) Fax # ( ) Phone # ( ) Fax # ( ) F-7A (02/99) Foreword NARFE Member Records System Change of Address Change of Address Federation Officer Roster *Logistic Support Area or LSA consists of a group of postal ZIP codes that are or have been assigned to each chapter within a federation. Each state federation president has the authority to establish and/or change a Logistic Support Area for each chapter within the federation. An individual ZIP code cannot be assigned to more than one chapter. 2 Member Records Manual

5 SECTION 1: NEW MEMBERSHIPS Adding New Members A membership application must be completed for each annually renewing new member to be added to the membership system. In order to process an application, all the requested information should be listed legibly. To transmit the names of the new members who are recruited by chapters along with any payments, use form F-16, Dues Transmittal Sheet for New Members. Instructions for preparing this form are on its reverse side. When someone enrolls as an annual member, he or she is billed every subsequent year for membership dues. Membership dues include national and chapter dues (set locally). The H-140A gives the applicant four payment options: check enclosed, bill me, credit card payment or money order. While the H-140A is the basic national membership application, there are two other types of applications: National Life Membership (F-53) and Dues-Withholding (DW-2 or DW-3). A basic application for annual membership can also be found in every issue of NARFE magazine. Membership Eligibility in NARFE NARFE membership eligibility categories are found in the NARFE Bylaws, Article I, Membership and Dues, Section 1, Any person who is or will be eligible to receive an annuity or survivor annuity from any of the civilian retirement programs of any agency of the government of the United States or of the District of Columbia shall be eligible for membership in the Association without regard to race, color, creed, national origin, sex or age, and upon application, shall be accepted as such member unless excluded by the National Executive Board (NEB) for reasons deemed by them to be detrimental to the Association. Dues-Withholding Programs Dues Withholding is a payment method that gives NARFE members the option of having their annual dues automatically deducted from their annuities on a monthly basis. The following forms are used to enroll: DW-2. Used by existing members who want dues withheld from their annuity. Member Records Manual 3

6 Dues-Withholding Programs DW-3. Designed for new members joining the Association who prefer to begin their membership as dues-withholding members. DW-3 is printed on green card stock. DW-3 is pictured below. (front) NARFE Dues Withholding Application For New Members (Retirees) (Please Print) (Mr., Mrs., Miss, Ms.) (Last, First, Middle Initial) Address: Request and Authorization for Voluntary Allotment from Annuity for Payment of Organizational Dues Be sure to fill out both sides of this form and mail to: Social Security Number (9-digit number) NARFE, Member Records, 606 North Washington Street, Alexandria, VA C S Civil Service Annuity Number (Include prefix, CSA or CSF) (Include any applicable suffix) Telephone: City, State, ZIP: Date of Birth: Recruiter s ID: Chapter Desired: (If known) AUTHORIZATION No payment should be forwarded with application. I authorize the United States Office of Personnel Management to make appropriate deductions from my annuity payments, not to exceed the amount certified by the National Active and Retired Federal Employees Association (NARFE) as the amount of dues for which I am annually obligated, in accordance with elections I make below and to pay the deducted sum to NARFE. This authorization shall also apply to any and all dues changes certified by NARFE membership in accordance with elections I make below: Please allow days for processing. (back) Do You Authorize Your Spouse s Dues to Be Withheld from Your Annuity? Yes No If YES, enter your spouse s name below. Spouse s Name You authorize: First year membership fee of $33.00; and in subsequent years, National plus Chapter dues of record to be withheld annually. I understand that this authorization shall be valid until NARFE receives and processes my written notice of cancellation in accordance with its agreement with the Office of Personnel Management and that any disputes regarding this authorization shall be a matter between NARFE and myself. I hold the Office of Personnel Management harmless for any erroneous allotment deduction made pursuant to this authorization. Signature of Annuitant or Survivor Annuitant Duespaymentsand giftsor contributionsto NARFE are not deductible ascharitable contributionsfor federal income tax purposes. DW-3 (07/09) Date Dues-Withholding Details Dues Withholding is a combined national and chapter dues-withholding plan whereby the Office of Personnel Management (OPM) withholds one-twelfth of the combined national and chapter dues. The month in which withholding will begin is determined by the annual dues expiration date. In cases where members are behind in their dues payment, the withholding date will be the withholding month currently being processed. Chapters will receive the full amount of chapter dues on the member s anniversary date, which is the month withholding began. Thereafter, the chapter will receive payment each following year on that anniversary month. NARFE Headquarters will issue checks to the chapters along with a payment report stating the names of the members with dues withholding for the first time or with a dues-withholding anniversary month matching the withholding month. 4 Member Records Manual

7 Dues-Withholding Programs TRANSFERS AND DUES-WITHHOLDING Transfers between chapters will not automatically transfer a withholding to another chapter. Dues-withholding members who transfer from one chapter to another need to submit an F-84, Chapter Transfer, to affect the transfer. An alternate method of transferring chapters is to have a chapter officer send written correspondence to the Member Records Section or contact the toll-free number WHEN A CHAPTER CHANGES THE DUES AMOUNT The chapter should inform NARFE Headquarters by letter or by completing the appropriate block on the F-7 form and returning it to the Federation and Chapter Services Section indicating the new dues amount and when the new dues go into effect. After Headquarters has received and processed this information, all dues-withholding checks for chapter dues will automatically be changed, and the members deductions will be changed on their anniversary dates. Notification must be received at least 90 days before the month the dues change is effective. DUES-WITHHOLDING MEMBERSHIP CARDS Dues-withholding participants receive permanent membership cards during the first month of withholding. This card is valid for as long as a member continues to participate in NARFE s voluntary dues-withholding program. It contains the NARFE national membership number, the name of the participant, the chapter number and the effective date. The effective date is not an expiration date. It is the member s anniversary date, which marks the inception of withholdings from the member s annuity. Every year in the month specified on the membership card, the chapter will receive the full amount of the chapter dues for these participants having both national and chapter dues withheld. LEAD TIME FOR PROCESSING DUES WITHHOLDING The processed dues-withholding application will show the member s anniversary date and the amount of the monthly withholdings. Membership dues payments should never accompany DW-2 applications. OPM requires six to eight weeks of lead time for dues-withholding to take effect, so completed DW-2 forms should be received in Headquarters at least 60 days before the renewal date of the member requesting participation. National/chapter members must have both chapter and national dues withheld under the dues-withholding program. Inquiries or problems with a NARFE withholding should be directed to NARFE Headquarters not the Office of Personnel Management. Direct contact with NARFE national will avoid unnecessary delays. Member Records Manual 5

8 National Life Membership The Life Membership option eliminates the need for a yearly national dues payment and saves the national office administrative costs. It also results in savings for members over the years. Members who enroll by submitting form F-53, Life Membership Application, are permanent members of NARFE and a permanent source of support in our Association. This payment option does not include the chapter dues amount, which will be billed on a yearly basis. The costs for life memberships are based on age at time of application. Previous membership status or prepayment of national dues will have no effect on the life membership fee schedule. Paid life membership does not apply to chapter membership; it applies to NARFE national membership only. Paid life members receive permanent life membership cards embossed with their names and NARFE identification numbers. They also receive inscribed certificates and full color enamel pins. Those members who choose to pay for a life membership in quarterly installments will have a partial life membership until all installments are paid. This designation is noted on all reports as PL. The life membership card, certificate and pin are not issued until all installments are paid. Inquiries pertaining to life membership fees or payments should be directed to the Member Records Section at NARFE Headquarters. 6 Member Records Manual

9 Distinguished Member Program The NARFE Bylaws, Article I, Membership and Dues, Section 5(A), states: A member who has reached the age of eighty-five (85) years and has been a NARFE member for at least twenty (20) years may be recognized as a Distinguished Member upon request and certification by the chapter to the National Office that the criteria have been met. A member recognized under the Distinguished Member program must continue to pay NARFE dues. Chapters should submit names of members who are eligible for the Distinguished Member program with documentation to the Member Records Section. With this background, the member s record will be converted to Distinguished Member status and a permanent Distinguished Member card will be issued. This card will contain the member s ID number, name and the word Distinguished, designating membership status. Distinguished Member cards are sent to the officer who submitted the request (unless advised otherwise) for presentation to the member. Unless specifically noted by the chapter, Headquarters will code the member for national Distinguished status only, which will not affect the yearly chapter billing process. Each notification should state whether the chapter is requesting national Distinguished status only or both national and chapter Distinguished status. Inquiries pertaining to Distinguished Member eligibility and certification procedures should be directed to the Member Records Section Manager. Inquiries pertaining to the accuracy of a member s record should be directed to the Member Records Section. National Distinguished Membership is not transferable and ceases upon death. A spouse may not inherit a national Distinguished Membership. Adding or Transferring Chapter Members Chapters should notify Headquarters, by or the 800 line, of new chapter members recruited from the LSA list or transferred from other chapters. The NARFE membership system lists those members added to the chapter on the Monthly Chapter Activity Report (M-112). Member Records Manual 7

10 Membership Cards Each NARFE member is entitled to a permanent membership identification card. New members are sent cards and welcome packages approximately working days after their information is entered into the NARFE computer system. Request for replacement of lost or stolen cards may be addressed to the Member Records Section or call NARFE membership card Dues-withholding membership card Distinguished Member card Life membership card 8 Member Records Manual

11 SECTION 2: OTHER MEMBER RECORDS Prospective Members and Recruitment N ARFE Headquarters will accept the names and addresses of federal employees, retirees or other eligible people who are not members of The prospective member file, if fully utilized, can be a valuable resource in NARFE. Lists of prospective members, persons recently or about to be retired aiding membership recruitment efforts. and who are eligible for NARFE membership, are received from a variety of sources. Names of potential members will be placed on a special list in our computer files and accessed for the mailing of recruitment materials from Headquarters. The names and addresses of prospective members are retained in the computer files for one year to facilitate conversion to membership. The prospective member file, if fully utilized, can be a valuable resource in aiding membership recruitment efforts. Chapters will be notified on the Monthly Chapter Activity Report (M-112) of prospective members recently added to the list and who live in their chapter or Logistic Support Area (LSA). These people may be contacted at the local level for membership recruitment. The identification number assigned to a prospective member becomes the permanent identification number when membership is applied for and national and chapter dues are received and processed. Normal processing time of an application is two to four weeks. Prospective members who join NARFE through a chapter should be listed on Form F16, Dues Transmittal Sheet, as new members. All inquiries pertaining to prospective members should be directed to the Recruitment and Retention Section at NARFE Headquarters. Member Records Manual 9

12 Inactive Member Records CANCELLED BY REQUEST These members may be chapter members or reside in the chapter s Logistic Support Area (LSA). For financial, personal or other reasons, they have asked NARFE Headquarters to cancel their memberships. NON-RENEWALS Members who fail to pay their dues are allowed a grace period of approximately 90 days before being placed in an inactive member status. If a dues payment is received during this grace period and prior to inactive status, it is processed as a regular renewal with a new expiration date advanced one-year from the former date. If a dues payment is received for a membership while it is in the inactive file, it is processed as a reinstatement to active status with a new expiration date, which is advanced one year from the payment date. MEMBER DEATH Form F-9, Notification of Death of Member, should be completed by the chapter and sent to NARFE Headquarters, or the chapter may choose to notify the Member Records Section by calling the toll-free number On receipt of this notice, Headquarters automatically transfers to the spouse any unexpired membership of the deceased member. If the membership of the deceased has expired at the same time, Headquarters will give the spouse who is not a member an opportunity to join, or continue the membership in the Association with the options of a life membership, dues-withholding or payment of annual dues. If the surviving spouse is not a federal employee or retired employee, he/she may continue on dues withholding after receiving a CSF number from OPM and completing a dues-withholding form. NOTIFICATION OF DEATH OF A MEMBER Surviving spouses of dues withholding members who are also on dues withholding will receive a renewal notice (unless they are the employee or retired employee). If a member s spouse does not notify the chapter of the member s death, a renewal notice Please print information about deceased member: Last First M.I. Date of death Street Address City State Zip NARFE Membership Number Surviving Spouse Information Last First M.I. Street Address City State Zip NARFE Member? Yes No Chapter Number Signature of Chapter Officer Date F-9 (03/06) will be sent as soon as OPM informs us the member is deceased. Paid national life memberships and Distinguished Memberships are not transferable nor refundable in whole or in part. 10 Member Records Manual

13 Membership Renewals NARFE uses a two renewal notice system. Dues renewal notices are produced to inform members who are in annual dues-paying status that it is time to renew their memberships. Notices are generated and mailed according to the member s expiration date. FIRST RENEWAL NOTICE The first renewal notice is mailed two months prior to the member s expiration date. This notice includes: (1) a renewal portion, to be returned with a check for the dues indicated; (2) a pre-addressed return envelope to use when sending in the renewal and payment. Chapters should urge members to send their renewal payment directly to the lockbox by using the preprinted envelope sent with their renewal notice. The notice received by the member has special coding and is designed to increase accuracy and to reduce costs in updating our computer membership records. This will expedite the processing of dues payments. SECOND RENEWAL NOTICE A second renewal notice is mailed to members who did not respond to the first notice. The second renewal notice is mailed one month after the expiration date and includes a renewal portion and a pre-addressed return envelope. ACTION BY CHAPTER A member may choose to pay his/her renewal dues to the chapter. If so, chapters should follow the instructions for submitting dues of renewing members printed on the form F-16R, Dues Transmittal Sheet, for renewing members. Remittance of renewals on a Transmittal Sheet, should be accompanied by a dues renewal notice for each member listed. A sample of form F-16R with instructions is included at the end of this manual. Once a member renews, send in the dues renewal notice and the Transmittal Sheet promptly. Prompt action avoids further dues renewal notices being mailed to the member. This saves irritation on the part of the member and the chapter, and embarrassment and unnecessary cost to the Association. Including the dues renewal notice received by the member from Headquarters with the Transmittal Sheet ensures that the correct member record is updated. If the dues renewal notice is not available, enter the membership expiration date and the name in the appropriate space on the form F-16R. Member Records Manual 11

14 Changes to a Member Record Rather than submitting changes directly, a member may choose to give name and address changes to his/her chapter for submission to NARFE Headquarters. Please submit changes of address by , mail or notify the Member Records Section of this change by calling the toll-free number or by to memberrecords@narfe.org. Chapters are encouraged to submit name and address changes at least four weeks before the date they will go into effect. This normally provides sufficient time to update the record and prevent erroneous mailings. After a name has been changed or a chapter transfer is processed, the member should request a new membership card. All changes do no generate a new card. For more information on membership cards, see pages 9 and 10. Changes to Officer s Roster To submit changes to the chapter or federation officer s roster, follow the instructions on forms F-7 and F-7A, which are included in Section 5, Sample Forms, at the end of this Manual. As stated in National Bylaws, Article I, Section 3(e), chapters will advise the Headquarters by January 1 of each year of the amount of its individual chapter dues. This change is also reported on an F-7. The forms should be updated at least once a year and sent to the Headquarters Federation and Chapter Services Section whether there are changes or not and also must be submitted whenever there is a change in officers or dues amount. Logistic Support Area - ZIP Code Assignments The Logistic Support Area (LSA) consists of a group of postal ZIP codes that have been assigned to each chapter within a federation. This enables Headquarters to send membership information on national-only and potential members directly to the chapter that serves that particular ZIP code area. Each federation president has the authority to establish and change a logistic support area for chapters within the federation. All ZIP codes within a federation should be assigned. An individual ZIP code cannot be assigned to more than one chapter. New ZIP codes that are put into service by the postal service and become known to NARFE through entry into the member records system, are listed on the quarterly LSA roster. The roster is distributed to federations and regional vice presidents. Federation presidents should review these rosters and submit changes 12 Member Records Manual

15 Logistic Support Area - ZIP Code Assignments to Headquarters. The Logistic Support Area (LSA) No changes in ZIP code assignments can be made without written instructions from consists of a group of postal ZIP codes that have been assigned to the federation president. If a ZIP code is transferred from each chapter within a federation. This one chapter to another, the federation must consult both enables Headquarters to send membership information on national-only chapters. No change should be made without agreement between the chapters. If a chapter believes its LSA assignment chapter serving that zip code area. and potential members directly to the is incorrect or impractical, it should contact the federation president, who will advise Headquarters of reassignment of ZIP codes. Federations should not reassign ZIP codes from other states to chapter LSAs within their state. Changes in LSA assignments should be submitted by the federation president to headquarters on form F-46. Additions should be entered on the front and deletions on the back. Be sure to fill in the applicable chapter number(s) in the spaces provided. A sample of the form F-46, with instructions, follows. Proper use of this form will help ensure prompt and accurate entry into the computer system of LSA assignments. Be sure to sign and supply the information requested at the bottom of the form. Member Records Manual 13

16 SECTION 3: REPORTS AND LISTINGS FROM HEADQUARTERS Note: Select chapter officers can now access several reports online. The M-112 (Chapter Activity Report) and the M-114 (Semi-Annual Membership Roster) are now posted under the Special Section once logged into the NARFE Web site. Chapter Activity Report (M-112) This report is generated by the NARFE computer system after each monthly processing cycle. Reports are distributed to chapter presidents, chapter membership chairs, federation presidents, federation membership chairs and regional vice presidents. Chapter presidents receive two copies of the report and should redistribute them to other chapter officers who need them. There are no extra copies available for distribution. The report lists transactions processed during the calendar month. Processing done after this date will appear on the next month s Chapter Activity Report. This report is used by many chapters as a membership retention tool. A chapter officer or appointed member or committee should immediately contact members who have received second renewal notices or who have been dropped for non-payment of dues, to encourage them to pay their dues or rejoin NARFE. Chapters also use this report to update their Semi-Annual Membership Roster (M- 114), which also is discussed in this section of the Manual. This permits the chapter to keep a monthly accounting of the total chapter membership. 14 Member Records Manual

17 Chapter Activity Report (M-112) NEW MEMBERS: Shows new members recruited by your chapter and the national office.the Recruited By (RB) column indicates either recruitment by the national office (N) or by the chapter (C). MEMBERS TRANSFERRED FROM ANOTHER CHAPTER OR LOGISTIC SUPPORT AREA (LSA): Shows members who have transferred into your chapter and the chapter from which the member transferred. MEMBER INFORMATION Eight Digit Identification Number Name Address, City, State & Zip Expiration Date or Dues Withholding Start Date Home Chapter Number National & Chapter Member or National Only (LSA) Membership Dues Category (see category key at bottom of Activity Report) Member Recruitment Code (applicable to new members only) Phone Number MEMBERS TRANSFERRED OUT OF CHAPTER: Shows members who have transferred out of your chapter into another chapter and the chapter to which they transferred. REINSTATEMENTS: Shows persons whose membership has been renewed after being dropped. NATIONAL LIFE MEMBERS: Shows Life members (restored) who have paid chapter dues. MEMBER PASSED AWAY: Shows deceased members with no membership transfer. MEMBERS SENT A SECOND DUES NOTICE: Shows members sent second dues renewal notices. DECEASED MEMBERS WITH TRANSFER OF MEMBERSHIP TO SPOUSE: Shows deceased members and the transfer of membership to the surviving spouse. DROPPED FOR NON: Shows members dropped for nonrenewal of dues. VOLUNTARY CANCELLATIONS: Shows members who cancelled their memberships. ONE OR TWO YEAR SPECIAL: Shows members who were included in the NARFE OPM mailings. CURRENT FEDERAL EMPLOYEES (1, 2 & 3 YR): Shows a member is still current federal employee. NATIONAL LIFE MEMBERS: Shows Life members suspended for non-payment of chapter dues. PAYMENT STATUS CHANGE: Shows other membership activity such as members transferring from one dues paying status to another dues paying status. Member Records Manual 15

18 Semi-Annual Membership Roster (M-114) This roster is produced in April and October, after the regular processing cycles for those months. It is distributed to chapter presidents, federation presidents, and federation membership chairs. The roster is in three sections: 1. Chapter members lists members of the chapter in alphabetical order. This portion of the roster also includes the following membership information: expiration or anniversary date, ID number, complete name and address of record, officer code (if any) and chapter number of record and phone number if available. 2. National Life Members (non-voting) lists life members whose rights and privileges have been suspended for non-payment of chapter dues. 3. National-Only Members lists national members living in the chapter s Logistic Support Area who are not members of a chapter. These lists are in alphabetical order and include the following membership information: expiration or anniversary date, ID number, complete name and address of record, and phone number if available. The totals of each category described above are at the end of every chapter listing. This roster provides the chapter with the means to reconcile and correct its records, and to have a complete listing of national-only members living in its LSA area. Also noted on the roster are the codes W for national-only dues withholding and V for national chapter dues withholding. Corrections to the roster can be submitted on the appropriate form(s), by returning a corrected copy of the roster, by or by calling Member Records at Follow these steps to change or correct the listings on the roster: To add a name to the chapter roster, submit by or use the toll-free line. To report the death of a listed member, use form F-9, Notification of Death of a Member. To report the change of a member s name or address, use or call Member Records at If you feel that a roster discrepancy cannot be adequately communicated on one of these forms, you may write a letter describing the difficulty and the desired change. The completed change form or letter should be sent to the Headquarters Member Records Section. Note: If any change affecting the accuracy of the roster has been reported to Headquarters during the 15 working days before the printing of the roster, do not send an additional change. It is likely the change was not received in time to be incorporated into that particular roster. 16 Member Records Manual

19 Semi Annual Membership Roster (M114) Member Records Manual 17

20 Chap. and Fed. Officer Roster (M-111) The report is arranged by state, with federation officers listed at the end of each state preceded by listings of each officer of each chapter within each state in chapter numerical order. The states are arranged in alphabetical order using the postal service two-letter abbreviation for each state. For the convenience of the user, the roster also includes a printed legend of NARFE officer codes and abbreviations. If a change or correction is necessary in the federation portion of this listing, the federation should submit form F-7A to the Headquarters Federation and Chapter Services. If a change or correction is necessary in the chapter portion of this listing, chapter presidents should submit form F-7 to the Headquarters Federation and Chapter Services. The legend of officer codes, as they appear on the chapter and federation officer roster, follows: 01 Chapter President 02 Chapter Vice President 03 Chapter Secretary 04 Chapter Treasurer 05 Chapter Secretary/Treasurer 06 Chapter Legislative Chair (NAT L) 07 Chapter Membership Chair 08 Chapter Public Relations Chair 09 Chapter Service Officer 11 Chapter Editor 12 Chapter Alzheimer s Chair 13 Chapter NARFE-PAC Chair 14 Chapter Financial Secretary 15 Chapter Other 16 Chapter Net Coordinator 17 Legislative Chair (State) 20 Federation President 21 Federation Exec. Vice President 22 Federation Vice President 23 Federation Secretary 24 Federation Treasurer 25 Federation Secretary/Treasurer 26 Federation Legislative Chair (NAT L) 28 Federation Legislative Chair/State 29 Federation Public Relations Chair 31 Federation Service Officer 32 Federation Service Committee 33 Federation Membership Chair 34 Federation Editor 35 Federation Alzheimer s Chair 36 Federation NARFE-PAC Coordinator 37 Federation Immediate Past Pres. 38 Federation Other 40 Preretirement Speaker 41 Federation Net Coordinator 42 Federation FEEA Coordinator 43 Federation Area/District Officer 44 Regional Alzheimer s Coordinator 45 Regional FEEA Coordinator 49 Regional Vice Presidents 50 Immediate Past Regional VP 51 National Officer 52 Past National Officer 18 Member Records Manual

21 Chapter Membership Summary (M-110) This report is generated after each monthly processing cycle. The report is arranged in chapter number order within states. The states are arranged in alphabetical order using the postal service two-letter state abbreviation. It is distributed monthly to federation presidents and regional vice presidents. The date prepared reflects statistics as of that date. The summary information given in the report is a result of total processing and is updated daily. This report provides membership summary information for each state, and includes the following categories of information: Non-chapter members in Logistic Support Areas (LSA) Members on dues withholding national only Total members Members on national and chapter dues withholding Honorary members Partial Life members Chapter members National Life members Non-voting Life members Total AFE Members Total Retired Members Total One, Two Year Incentive Members Member Records Manual 19

22 Chapter Dues Advance Payment Report (W-101) This report was designed to send chapter dues for members who began national and chapter dues withholding in the current month or those whose anniversary occurs in the current month. The report is sent to the chapter treasurer and provides the following information: W101 NARFE ID# NAME NATIONAL DUES: Total annual NARFE dues. If there is a spouse ID number, this column will be double the onetwelfth amount instead of only one-twelfth a month. SPOUSE ID # CHAPTER DUES: This column will also be doubled if there is a spouse ID number. TOTAL WITHHOLDINGS: This is a combination of annual national and chapter dues amounts. MONTHLY WITHHOLDINGS: This is the total amount that is being withheld monthly. EFFECTIVE DATE: The V in the first column means national and chapter dues-withholding participant. The first two numbers indicate the month withholding began. The next two numbers are the year in which the chapter members began participating in the dueswithholding program. Chapters will be prepaid the full amount of chapter dues for each member, each year in the month specified to the right of the effective date. PAYMENT TO CHAPTER: Payment amounts are shown for members whose anniversary dates are the same as the payment-withholding month. PLEASE NOTE: When you contact Headquarters in reference to a NARFE member, include the member s identification number, if possible. This number can usually be obtained from the Membership Roster or Monthly Chapter Activity Report. Use of the Monthly Chapter Update Report will help Headquarters and the chapter to keep chapter/national membership records current. 20 Member Records Manual

23 Ordering Special Membership Labels/Listings/Disks The National Headquarters can provide labels and lists of chapter members, or national members living in the assigned LSAs. Labels and lists are for NARFE business use only, as provided in Article I, Section 5, of the National Bylaws and should be ordered by mail LASER PRINTED LABELS Self-adhesive Avery labels can be applied by hand to an envelope or mailer. Label orders less than the total number of National Executive Board Members (14) will not be processed. Cost: $16 per thousand. MEMBERSHIP LISTINGS REPORT Member listings are in strict alphabetical, alphabetical within ZIP code, or alphabetical within expiration date sequence. They may be used for recruitment and/or retention purposes or as an additional tool for maintenance of member records at the chapter level. Cost: $15 per thousand. DISK/CD-ROM Membership listings (data) can be provided on a CD-ROM or disks and may be used for recruitment and/or retention purposes, maintenance of member records, or for automating postal mailings. Cost: $15 each. A minimum charge of $15 will be applied to labels and listings ordered. ORDERING PROCEDURES Label and listing orders are based on the number of sets needed, not by the thousand. One set equals one label per member for the category order (chapter, federation or LSA). Labels/listings will be most current when printed at the regular monthly cut-off date, usually mid-month. All requests require two weeks for processing and delivery from the date Headquarters receives the order. Rush orders shipped overnight carry an additional minimum fee of $ Label orders should be submitted on the F-67 (order form for NARFE membership Labels/Listings/Diskettes). These forms must be mailed to Headquarters clearly marked as a Label Order rather than phoned in or ed. Please specify the product type desired, the exact category to be extracted (chapter members, federation chapter members, or national only members living in assigned LSA), the shipping address, and billing address. Billing will follow in 30 to 45 days. Label orders should be reviewed for accuracy and completeness immediately upon receipt. If a discrepancy is discovered that will require a re-run, Headquarters should be notified without delay to ensure a timely remedy. Member Records Manual 21

24 SECTION 4: OTHER FUNCTIONS OF MEMBER RECORDS Publications and Subscription Fulfillment In most cases, the Member Records Section is responsible for researching all inquiries, making corrections to the member records, or preparing responses to the members, if appropriate. The membership records system includes an accurate and complete listing of NARFE members who are to receive NARFE magazine. The magazine mailing label information is compiled from the names and addresses in the NARFE membership system. Whenever contact is made with Headquarters regarding a NARFE member, the membership number should be included, if possible. This number can be easily obtained from these different sources: The semi-annual membership roster, the monthly chapter activity report, the member s card or the member s NARFE magazine labels. Magazine labels include information about membership that helps NARFE research inquiries. The label layout provided below describes the categories of membership information included on labels. CHAPTER OF RECORD MEMBERSHIP NUMBER ID CH 1111 Joe Bloe 1112 Main Street #12 Anytown, USA Member Records Manual

25 NARFE magazine: Delivery Choices A NARFE member may ask to be put into a no mail status. Under the NARFE Bylaws, receipt of the magazine is a membership entitlement, therefore written request or approval is required by the member before being removed from the NARFE magazine mailing list. If a member or spouse of a member does not wish to receive NARFE magazine, he/she can , call the toll-free number or write to the Member Records Section at NARFE Headquarters. The member should be made aware that the amount of yearly membership dues will not be affected by voluntarily declining to receive the magazine. The delivery of a member s copy of NARFE magazine is at Periodicals class postage rates. Bulk copies of NARFE magazine are available to chapter and federation officers on request and after approval by Headquarters. Bulk copies are available in amounts up to five monthly and are meant for use in recruiting new members. These bulk mailings are mailed separately from the regular mailing of NARFE magazine to members. When a chapter or federation reports (to Headquarters) changes in its officer roll, it should also ask for additions, deletions, increases or reductions in the bulk mail received by its officers. Paid subscriptions to NARFE magazine are available to non-members and organizations. The cost for 12 monthly issues is $33. Requests for paid subscriptions should be sent to the National Treasurer along with a minimum of one year s remittance. Paid subscribers are contacted by Headquarters at subscription renewal time. Complimentary issues of NARFE magazine are available to appropriate individuals or organizations (government agencies, senior citizen and community groups). Those who are interested should address written requests for complimentary subscriptions to the National Vice President at Headquarters. On receipt and approval of a request, a complimentary status will be added to the NARFE magazine mailing list at no cost to the recipient. Complimentary copies are mailed at the same Periodicals class U.S. postage rates as the regular NARFE magazine mailing. Member Records Manual 23

26 Membership Inquiries and Correspondence Inquiries concerning membership issues, such as dues expiration or anniversary dates, names and addresses, new memberships, reinstating memberships, adding or deleting members from chapter rosters, etc., may be addressed to the Headquarters Member Records Section by written correspondence, by contacting the Member Records Section toll-free number or by . In most cases, the Member Records Section has the responsibility to research inquiries and make changes to the member s record, or to write a response to the member. In contacting Headquarters about a member s record, include the member s national membership number, if possible. This number can be obtained from the chapter/national membership roster, the monthly chapter activity report, the person s own membership card, or the member s NARFE magazine mailing label. Inquiries about federation payments, PAC or other contributions, should be directed to the National Treasurer. 24 Member Records Manual

27 SECTION 5: SAMPLE FORMS On the following pages are samples of many of the forms referred to in this manual. These samples include instructions and information on use of the forms. F-7 Chapter Officer Roster National Active and Retired Federal Employees Association 606 North Washington Street Alexandria, Virginia (703) FAX (703) INSTRUCTIONS: Chapters are encouraged to use this form to report all changes in key chapter officers and chapter dues changes. All chapters are required, by January 1 each year, to send a complete listing of all chapter officers and their chapter s dues to the National Office, their Federation President and Secretary, and/or other requesters. All chapter officers are required to be a national and chapter member. All chapter dues changes received at the National Office require the effective date of the dues change and require a minimum notice of 90 days to become fully effective. This completed and signed form should be sent for processing to: NARFE, Federation and Chapter Services F-7 Unit, 606 N. Washington St. Alexandria, VA Chapter Name Fed Tax # Chapter Number Location Meeting Place Day and Time Except for (month) (month) (month) Chapter Dues $ /per year Check if dues amount changed Effective Date NARFE Chapter Officer Roster Term 20 To 20 President 01 Service Officer 09 1st Vice President 02 Newsletter Editor 11 2nd Vice President 02 Secretary 03 Treasurer 04 Secretary Treasurer 05 New No change Vacant Leg. Chair (Nat l Legislation) 06 Membership Chair 07 Alzheimer s Chair 12 NARFE-PAC Chair 13 Financial Secretary 14 Other 15 NARFE Net Coor. 16 Leg. Chair (State Legislation) 17 Public Relations 08 F-7 (06-10) Member Records Manual 25

28 F-7A Federation Officer Roster (front of first page) National Active and Retired Federal Employees Association 606 North Washington Street Alexandria, Virginia (703) FAX (703) PRESIDENT 20 2nd VICE PRESIDENT PLEASE READ THIS ENTIRE FORM CAREFULLY BEFORE FILLING IT OUT. 2. Every office is assigned a specific number code entered in the computer database in numerical sequence to speed entry. Please do NOT change or type-over titles not used by your federation. Check box next to title if the officer listed is a new officer. 3. The federation secretary or secretary-treasurer should use this form to report federation officers (elected and appointed) to headquarters immediately after: Every federation convention, but no less than annually In convention years, submit with the convention report (F-22) as soon as possible after the convention. If the F-22 is delayed over two weeks after the convention ends, send this F-7A separately and check here: Every change in any federation office 4. Note: Every federation officer must be: a national member AND a member of a chapter of the federation. Submit this completed form to: NARFE, Attn: Federation and Chapter Services, 606 N. Washington St. Alexandria, VA Federation Officer Roster For the state of ; 20 and 20 EXEC. VICE PRESIDENT 21 1st VICE PRESIDENT 22 3rd VICE PRESIDENT 22 SECRETARY 23 TREASURER 24 SECRETARY TREASURER 25 LEG. CHAIR (Natl. Legislation) 26 LEG. CHAIR (State Legislation) 28 EDITOR 34 ALZHEIMER S CHAIR 35 PR OFFICER 29 SERVICE OFFICER 31 NARFE-PAC CHAIR 36 IMMEDIATE PAST PRES. 37 F-7A (06/10) page 1 of 3 26 Member Records Manual

29 (back of first page) PRERETIREMENT SPEAKER 40 NET COORDINATOR 41 MEMBERSHIP CHAIR 33 FEEA COORDINATOR 42 FED OTHER 38 AREA/DISTRICT OFFICERS 43 New No change District officers receive collective code 43 for appropriate mailings. Please insert other title used by your federation (e.g. Area VP, District VP, Regional representative, etc.) New? Officer Title Member # Name Address City, State, ZIP Phone Submitted to Federation and Chapter Services by: Date: Secretary Secretary-Treasurer Other F-7A (06/10) page 2 of 3 Member Records Manual 27

30 (front of 2nd page) Important Information for Federation President I want to receive all NARFE reports via the NARFE Web site, YES NO If you mark yes, all paper copies of NARFE s reports available on the NARFE Web site will cease. This includes the M-110, M-111, M-112, M-112S, M-114, M-260, etc. Signature, Federation President F-7A (06/10) page 3 of 3 28 Member Records Manual

31 F-9 Notification of Death of a Member NOTIFICATION OF DEATH OF A MEMBER Please print information about deceased member: Last First M.I. Date of death Street Address City State Zip NARFE Membership Number Surviving Spouse Information Last First M.I. Street Address City State Zip NARFE Member? Yes No Chapter Number Signature of Chapter Officer Date F-9 (03/06) Member Records Manual 29

32 F-16 Dues Transmittal Sheet New Members (front) State Chapter No. Dues Transmittal Sheet New Members Please follow instructions on reverse side. *This column for National Office Use only Date Chapter Transmittal Year No. Line Membership #* Last Name First Name Initial Totals Chapter Check No. Dated for $ Nat l. Dues Chap. Dues Signature Address F-16 (02/08) 30 Member Records Manual

33 (back) INSTRUCTIONS FOR COMPLETING THE F Please type or print all data to insure accuracy. Keep a copy of the completed form for your file. 2. List of New Members : A. Include a completed Application for Membership, Form F-14, for each new member. It is important that all data requested on the application, including complete name andaddress, be provided; otherwise, enough data will not be available to enter the new member into NARFE s membership system. B. Enter the name of the new member in the appropriate space on reverse side of this form. C. Enter the amount of national and chapter dues paid by each new member in the appropriate column. Forward the total amount to National headquarters. A $2.00 recruiting fee for each new member recruited by the chapter will be returned to the chapter with the chapter dues at the end of the month. 3. If additional space is needed, continue on another F-16 and make the check for the full amount. 4. MAILING INSTRUCTIONS Send completed form to: Attn: Membership Records National Active and Retired Federal Employees Association 606 North Washington Street Alexandria, VA Member Records Manual 31

34 F-16R Dues Transmittal Sheet Member Renewals (front) State Chapter No. Date Dues Transmittal Sheet Member Renewals Chapter Transmittal Year No. Please follow instructions on reverse side. Line Membership # Last Name First Name Initial Totals Chapter Check No. Dated for $ Nat l. Dues Chap. Dues Signature Address F-16R (02/08) 32 Member Records Manual