IMPORTANT 2016 MEMBERSHIP INFORMATION
!!!!!!!!!! PLEASE READ !!!!!!!!!!
Welcome to the 2016 Membership Year!! I am hoping that everyone will read all of the enclosures included in this membership packet as some things have changed for this year!! It is very important to read all of the instructions and follow the simple guidelines.
Enclosed you will find your 2016 Membership Cards, Your Roster, a New Membership Transmittal Roster, New Transmittal Sheet, A Member Data Form and copies of example sheets on how to correctly fill out these forms. Please make additional copies of the blank forms to use for your transmittals and your member data form for changes.
It is very important to keep your Membership Roster up to date; this will be your link between your members and Department Headquarters. It is very important to mark who has paid and when they have paid for your records. Also keep track of address changes, etc… so that you are able to keep everything as current as possible.
Use as many sheets as you may need for each transmittal that you are sending in. But remember everyone that you are sending in according to the total on your transmittal sheet must be listed by name on the Membership Transmittal Roster, if a name is not included I have no idea who you would like transmitted. You will need to send in a different sheet for each year that you are submitting, such as ONLY list 2014 on 2014, 2015 on 2015 and 2016 on 2016. On the new sheets you will see that the Year is left blank so that you can fill in the correct you are listing. Please do not include 2015 members on your 2016 sheets, please keep them separated it makes transmitting much easier. PLEASE TYPE OR PRINT ALL INFORMATION AS NEATLY AS POSSIBLE. PLEASE LIST ALL NAMES IN ALPHABETICAL ORDER BY LAST NAME. You may include all monies that are due on 1 check however each year needs to be listed on a different sheet and not combined onto 1 sheet.
We will be using a New Membership Transmittal sheet and New Membership Roster for Transmittals sheet this year. Please carefully review the New Sheets and the enclosed example sheets to help you better understand the new forms. I believe they are much more self-explanatory and more user friendly than our pervious sheets. We must receive both sheets when you are submitting a transmittal.
Member Data Forms have not changed. Please only send in 1 copy of the form. We do not need multiple copies to make the corrections; we only keep 1 copy in our files.
PLEASE MAKE COPIES OF ALL SHEETS THAT YOU SEND INTO DEPARTMENT FOR YOUR RECORDS. THIS IS VERY IMPORTANT. This way you have a copy on hand at any time we might need to discuss a problem or there is a question on the sheets.
When sending in your transmittals please make sure that all paperwork is enclosed in the transmittal. If sending in new members make sure the applications are enclosed and correctly filled out. Make sure that all the paperwork is supplied for a Member that is transferring. A Member Data Form is required for all transfers and must be signed by the person transferring as well as a Unit Officer stating they are accepting the Transfer. Please make sure to enclose both the Transmittal sheet as well as the sheet listing the names of which you are paying and a check for the total amount due. If you are using a credit please enclose a copy of the credit or the letter that was sent explaining the credit.
PLEASE LIST ALL MEMBERS THAT YOU ARE PAYING FOR THAT YEAR ON 1 SHEET. DO NOT LIST JUNIORS ON 1 SHEET AND SENIORS ON A DIFFERENT SHEET. LIST ALL NAMES ON 1 SHEET IN ALPHABETICAL ORDER BY LAST NAME. LIST NEW MEMBERS, RENEWALS, TRANSFERS, REINSTATES, JUNIORS AND SENIORS ALL ON 1 SHEET ONCE AGAIN IN ALPHABETICAL ORDER. DO NOT SEPARATE NEW FROM RENEWAL; DO NOT SEPARATE JUNIOR FROM SENIOR. THIS IS VERY IMPORTANT AND MAKES THE WHOLE PROCESS GO MUCH SMOOTHER!!!!
Member ID numbers need to be listed for every person that is listed on your transmittal roster sheet, with the exception of a new member (who has not been issued a number yet). This is very important to be able to match the correct person to the name and number in case of a different spelling of the name, name change etc...So please list the number for all names listed.
Re-instating a member means that a member has not paid their dues in at least 2 years and is not listed on your current year’s roster. This member is still in our system and we are able to bring them forward and add them back as a current member of your unit. By checking the box for reinstating this helps me to locate the member quicker and not have to research and look them up and then find they need to be reinstated. A Member can be reinstated for 5 years such as for 2016 a member must have last paid their dues in the 2011 membership year. They do not have to go back and pay their 2012-2015 dues to be reinstated for 2016. They can pay only their 2016 dues and begin with 1 year of membership. However if they do not pay their back dues they will lose their continuous years. After the 5 years the member would need to come in again as new member providing they are eligible to do so.
Transferring a member from 1 Unit to another Unit is a fairly simple process. Only list a Transfer member on any of your sheets if they are paying their current year’s dues to your unit. Then you would list them on your sheets and check the transfer box, this works for both a Junior and a Senior member. If they have already paid their current dues to their previous unit then do not list them on your sheets. When transferring a member a Member Data Form must be included showing the person’s name, member ID number, unit they are transferring from, unit transferring to, and must be signed by both the person transferring and someone in the unit showing they accept them as a transfer. This form must always be included. It is also a good idea to make sure that you know if their previous year’sdues have been paid to their unit. In order to Transfer from 1 to Unit to another Unit a Member must be in good standing; Meaning that their current year’s dues must be paid prior to transferring. They cannot be delinquent in their dues to the Unit they currently are listed in and Transfer, they will have to pay their dues if delinquent to the Unit they currently belong to be in good standing, and then request the Transfer.
DO NOT send Money for PUFL/VIMS. DO NOT LIST PUFL/VIMS ON A TRANSMITTAL SHEET. National will send us a notification when PUFL/VIM members are being added in for the year and we will then provide this information in our Monthly Newsletter that PUFL/VIMS are now counted for the Units. They will at this time be added to the Membership Report for each Unit that has PUFL/VIMS.
I believe that I have about covered everything that is Most Important for the 2016 Membership year. I will periodically list information that I feel is important in the Newsletter. If you should have any questions that I can assist you with or any help filling out the correct forms please do not hesitate to contact me. I can be reached at 678-289-8446 or by email . Email is the best way to contact for a quicker response. The forms that are enclosed in your packet will also be available on the website. Please make extra copies of the forms. Our website is .
Items enclosed:
2016 Membership Cards & Unit Roster
Membership Transmittal Blank Form & Sample Form
Membership Transmittal Roster Blank Form & Sample Form
Member Data Form Blank & Sample Form
Sample Sheet on how to fill out an Application
Explanation of Example Sheets
Important Information sheet about 2016 Membership
Thank You,
Krista Massengale Membership Clerk Dept of GA