ANSI ASC X12 Finance Subcommittee
New Member Handbook
Rev. 4/1/99 ANSI ASC X12 New Member Handbook Finance Subcommittee Table of Contents
I. SUBCOMMITTEE ORGANIZATION & MISSION
II. SUBCOMMITTEE HISTORY
III. SUBCOMMITTEE MENTOR PROGRAM
IV. SUBCOMMITTEE MEMBERSHIP & OFFICERS
V. SUBCOMMITTEE TASK GROUPS & WORK GROUPS
VI. SUBCOMMITTEE TRANSACTION SETS
VII. SUBCOMMITTEE VOTING PRIVILEGES
VIII. SUBCOMMITTEE CONSTITUTION
IX. X12 TRIMESTER MEETINGS
X. X12 DOCUMENTS & TERMS
XI. X12 TRANSACTION SET APPROVAL PROCESS
XII. X12 DATA MAINTENANCE APPROVAL PROCESS
XIII. DATA MAINTENANCE PACKAGE
XIV. INFORMATION SOURCES ANSI ASC X12 New Member Handbook Finance Subcommittee Page 1
I. Subcommittee Organization & Mission
The Finance Subcommittee, referred to as X12F, is a subcommittee of the ANSI Accredited Standards Committee (ASC) X12. The Finance Subcommittee is made up of the main subcommittee, Task Groups with specific responsibilities and Work Groups with specific project activities.
ANSI ASC X12
X12F - Finance Subcommittee
Task Groups
Work Groups
The Finance Subcommittee maintains existing and develops new transaction sets which deliver information about or provide instructions for the movement of funds. The work of the Finance Subcommittee is used throughout the world of EDI. Very few things happen that do not ultimately result in the movement of funds. Some are clear banking or corporate treasury functions, some are related to the work of other subcommittees.
The official mission of the Finance Subcommittee is:
“Define, develop and support new transaction sets and review proposed changes to existing transaction sets that relate to the request, initiation, processing, control, reporting and security of financial transactions.”
Other sections of this handbook will describe Task Groups, Work Groups, Transaction Sets, and what happens during a trimester meeting. It is important to stress:
The work of the Finance Subcommittee, occurs because of the collective voluntary commitment of all who attend.
New members represent an important source of new ideas, new perspectives and new approaches. We value your help and believe that the world of EDI will benefit from it.
The Task Groups and/or Work Groups are where the real work of Finance is accomplished. Everyone is welcome to participate. In fact, you are asked to ANSI ASC X12 New Member Handbook Finance Subcommittee Page 2
participate, regardless of your tenure with Finance. YOU are an important participant to us. Let us know if there is anything we can do to encourage that participation. ANSI ASC X12 New Member Handbook Finance Subcommittee Page 3
II. Subcommittee History
ANSI ASC X12 was formed in 1979. The Finance Subcommittee began as a formal Subcommittee in 1989. Prior to that it was the Finance Project Team (FTP). The FTP was then part of ANSI ASC X9. Their new member handbook began with a welcome letter:
The members of the Finance Project Team (FTP) extend a warm welcome to those individuals who are attending their first meeting...
The scope of the FTP is to “develop new transaction sets and review proposed changes to existing transaction sets that relate remittance or banking functions, beginning with the invoice...
The FTP is unique in the ANSI structure in that it is co-chaired by representatives from X9 as well as X12. It also has a very close liaison relationship with several other non-ANSI sponsored associations...
All new members are expected to join one or more of the [task] groups and contribute to the work of the group or groups to the extent of their capabilities. You may join one, two or all six of the groups. In making this selection, you should be governed solely by your own work interests and your capabilities to contribute...
Individual participation at all meetings is strongly encouraged. Although meeting time is a precious commodity, and cannot be spent in conducting training sessions for each individual who joins our group, you are urged to voice your questions and participate in discussions. Only you know what portion of our work that you understand - and what you don't. Only you can ask the questions that will lead you to a greater understanding of a specific problem that is being addressed by the group...
Finally, as with all endeavors, you will gain in knowledge to the extent that you attend meetings, participate in the design of a new transaction set, during the first meeting or two, there is always some way you can contribute to the common good. The entire ANSI effort is based on volunteerism - and you are encouraged and expected to do your share...
Finance Project Team May 17, 1988
From a base of very few transaction sets and a very specific focus on transactions which directly involved the banking community, the subcommittee now manages over 40 transaction sets and several of their UN/EDIFACT counterparts. This growth reflects ANSI ASC X12 New Member Handbook Finance Subcommittee Page 4 the work of all who have been and are involved with the Finance Subcommittee and the needs of their organizations. In the years that followed 1989, the focus of various Task Groups and Work Groups has shifted. Some Task Groups have continued throughout the life of the subcommittee, some have changed their focus, some have completed their work and closed their activities, and some have even gone off to form new subcommittees to focus on a broader scope.
The fundamental principals expressed in the 1988 letter, however, still hold true. It has always been, and always will be, the spirit of X12F to encourage participation from it members. It has always been of utmost importance that the important work of the group is accomplished through your volunteerism!
The history of the Finance Subcommittee is one of change, the change that aligns our resources against the issues our organizations wish to address. The Finance Subcommittee will create new Task Groups, Work Groups or Ad Hoc Groups as the need arises to address new issues. ANSI ASC X12 New Member Handbook Finance Subcommittee Page 5
III. Subcommittee Mentor Program
For several years, the Finance Subcommittee has maintained a mentor program, designed to assist new members. The goals of the mentor program are simple:
To provide all new members with assistance in determining where to go in X12 Finance Subcommittee meetings, and
To provide all new members with an understanding of the “experience” of a first meeting from those who have been through it recently enough to remember it.
At the start of each X12 Trimester meeting a New Member Orientation session for Finance Subcommittee attendees is held. This is an informal session designed to answer questions about the Finance Subcommittee and help new members meet colleagues with similar interests.
There are also several other “new member” activities that we would encourage you to explore. These new member activities are delineated in the X12 Meeting Guide in the Final Agenda Section under “X12 – Member Support Services: Orientation and Training”. Some of these are summarized below:
New member orientations in other Subcommittees (see their listings in the X12 Trimester Meeting Schedule)
How To Get Around An X12 Meeting (typically on Monday 8:00 - 8:30)
Introduction To The X12 Standards Development Process (typically on Monday 9:30 - 10:15)
Other relevant sessions are mentioned in the segment of this handbook that describes the types of meetings that happen during an X12 session. ANSI ASC X12 New Member Handbook Finance Subcommittee Page 6
IV. Subcommittee Membership & Officers
The organizations which have been represented within the Finance Subcommittee include: corporations, industry associations, banks, consultants, suppliers of software and Value Added Networks. The people who attend X12 Finance Subcommittee meetings represent a variety of functions from accounts payable, to application development, to treasury, to bank product managers and industry association standards managers. The diversity of this group has continued to grow as more organizations utilize Financial EDI.
The Finance Subcommittee has two types of leaders: Officers that are responsible for the administration and on going management of the Finance Subcommittee, and Task Group Chairs and Work Group Facilitators who are responsible for the working and administration of their respective groups.
X12 Finance Subcommittee Officers and Task Group Chairs are elected for a two year term. Elections are held yearly in at the October X12 Trimester meeting, where one-half of the officers and chairs are elected each year. This staggering of elections allows for continuity of the subcommittee by not turning over the entire officer group at one time. These positions are held by the individual, rather than the organization they currently represent. Any member of Finance may run for office after attending two meetings. We encourage new members to get involved and run for an office. A listing of current Officers by position may be found in the appendix.
Finance Subcommittee Administrative Offices
Position Key Roles Chair Liaison with other X12 groups, the Steering Committee, organize Finance meetings, address key strategic issues with Finance’s advice.
Vice Chair Assist the Chair and the subcommittee, coordinate the mentor & education programs, handle ad hoc issues.
Logistics Secretary Organize the subcommittee’s meetings, agendas, handle ad hoc issues.
Recording Secretary Keep and on going record of the subcommittee’s activities, coordinate these with other X12 groups, handle ad hoc issues.
Database Secretary Maintain an active database of membership, coordinate the Finance Subcommittee telephone directory, track membership and participation, handle ad hoc issues. ANSI ASC X12 New Member Handbook Finance Subcommittee Page 7
Position Key Roles
Technical Represent Finance in the X12J (Technical Assessment Assessment (TAS) Subcommittee) responsible for ensuring technical standards Representative within X12, and Co Chairs the TATG (TG10) within Finance.
Technical Represent Finance in the X12J (Technical Assessment Assessment (TAS) Subcommittee) responsible for ensuring technical standards Alternate within X12, and Co Chairs the TATG (TG10) within Finance.
Technical Represent Finance in the X12J (Technical Assessment Assessment (TAS) Subcommittee) responsible for ensuring technical standards Alternate Ex-officio within X12, and Co Chairs the TATG (TG10) within Finance.
PRB Representative Represent Finance in PRB (Procedures Review Board) which is the X12 group responsible for ensuring each subcommittee’s compliance with procedures, approving new project proposals, and approving standards for publication.
PRB Alternate Represent Finance in PRB (Procedures Review Board) which is the X12 group responsible for ensuring each subcommittee’s compliance with procedures, approving new project proposals, and approving standards for publication.
US Designated Represent Finance as an industry at EDIFACT EWG meeting Expert for EDIFACT and administrative activities. Represent Finance at the DLTG Working Group EWG
US Designated Represent Finance as an industry at EDIFACT EWG meeting Expert for EDIFACT and administrative activities. Represent Finance at the DLTG. Working Group EWG
X12C Liaison Liaison between Finance and the X12C Communications & Controls Subcommittee.
X12G Liaison Liaison between Finance and the X12G Government Subcommittee.
X12N Liaison Liaison between Finance the X12N Insurance Subcommittee.
WWW Rep. Finance Webmaster responsible for organization and content of Finance Web page and liaison between Finance the DISA Webmaster. ANSI ASC X12 New Member Handbook Finance Subcommittee Page 8
Finance Subcommittee Task Group Chairs and Work Group Facilitators are listed in the following section with a description of each group’s function.
V. Subcommittee Task Groups & Work Groups
The Finance Subcommittee maintains several Task Groups and within these - Work Groups. These groups are the core of the Finance Subcommittee‘s work and the activities at an X12 Trimester meeting. To accomplish their work, these groups will meet during the X12 Trimester meeting and may also have meetings or teleconferences in between X12 Trimester meetings.
Following is a brief summary of the focus of each Task Group and Work Group. A listing of the Finance Subcommittee officers that coordinate each group is listed in the appendix. The transaction sets assigned to each Task Group are listed below (at the Task Group level) and detailed in a later section of this handbook.
TG2 - Task Group 2: Payments & Invoices
Function/Purpose: Review and approve EDI standards data maintenance for payments, invoices and related transaction sets.
Transaction Set(s): TS Name 155 Business Credit Report 156 Entitlement Payment Recipient Account Inquiry/Response 248 Account Assignment and Service Status 810 Invoice 811 Consolidated Invoice/Statement 812 Credit/Debit Adjustment 814 General Request, Response, or Confirmation 819 Operating Expense Statement 820 Payment Order/Remittance Advice 823 Lockbox 824 Application Advice 827 Financial Return Order or Return Notice 828 Debit Authorization 829 Payment Cancellation Request 831 Application Control Totals 844 Product Transfer Account Adjustment 849 Response To Product Transfer Account Adjustment 880 Grocery Products Invoice ANSI ASC X12 New Member Handbook Finance Subcommittee Page 9
Work Groups:
TG2/WG3 Work Group 3: Purchase Card Maintenance
Function/Purpose: Determine and create data maintenance to transaction sets required to support use of EDI with purchase cards.
TG2/WG7 Work Group 7: 824 (Application Advice) Tutorial & Maintenance
Function/Purpose: Develop Tutorial and possible data maintenance for the 824 Application Advice Transaction Set.
TG2/WG11 Work Group 11: 820 Implementation Guide - Version 4010
Function/Purpose: Develop an updated 820 Payment Order/Remittance Advice Tutorial based on version 4010, which will incorporate all newly added remittance options, including payroll and royalty remittance.
TG2/WG12 Work Group 12: EDIFACT Alignment
Function/Purpose: The Work Group’s purpose is to deal with issues that arise out of the EDIFACT alignment with X12 standards. ANSI ASC X12 New Member Handbook Finance Subcommittee Page 10
TG3 - Task Group 3: Financial Information Reporting
Function/Purpose: Develop, approve and maintain EDI standards and guideline for Financial Account Information.
Responsible for the 821 Financial Information Reporting transaction set and the 822 Customer Account Analysis transaction set. The 821 has been designed generically to facilitate a variety of financial information reporting needs, including but not limited to; demand deposit account statement, account reconcilement- paid listing, overdraft interest statement, lock box summary and investment statement information. The 822 provides a standard format for transmitting bank to corporate account analysis information.
Transaction Set(s): TS Name 821 Financial Information Report 822 Account Analysis
Work Groups: There are no Work Groups under Task Group 3. ANSI ASC X12 New Member Handbook Finance Subcommittee Page 11
TG6 - Task Group 6: Financial Systems & Architecture
Function/Purpose: Review and develop business process models of for financial transactions.
Transaction Set(s): Task Group 6 is not responsible for any transaction sets.
Work Groups: Work Groups under Task Group 6:
TG6/WG4 Work Group 4: Financial Transaction Interchange Architecture
Function/Purpose: Work with Communications and Controls Subcommittee to provide guidance and input on the restructuring of EDI interchange controls.
TG6/WG7 IT1 Block Alignment
Function/Purpose: Align the IT1 group of segments with the financial transaction sets. ANSI ASC X12 New Member Handbook Finance Subcommittee Page 12
TG9 - Task Group 9: Lending
Function/Purpose: Develop, approve and maintain EDI transaction sets for the exchange of information relating to the lending process, especially real estate finance and mortgage lending. Responsible for several transaction sets which focus on mortgage origination, mortgage servicing, and secondary marketing.
Transaction Set(s): TS Name 197 Real Estate Title Evidence 198 Loan Verification Evidence 199 Real Estate Settlement Information 200 Mortgage Credit Report 201 Residential Loan Application 202 Secondary Mortgage Market Loan Delivery 203 Secondary Mortgage Market Investor Report 205 Mortgage Note 206 Real Estate Inspection 208 Income Property Appraisal Report (In Development) 209 Condominium Appraisal Report (In Development) 245 Real Estate Tax Service 246 Real Estate Listing Information (In Development) 260 Application For Mortgage Insurance Benefits 261 Real Estate Information Request 262 Real Estate Information Report 263 Residential Mortgage Insurance Application Response 264 Mortgage Loan Default Status 265 Real Estate Title Insurance Service Order 269 Mortgage or Property Record Change Notice 775 Broker Price Opinion (In Development) 833 Mortgage Credit Report Order 872 Residential Mortgage Insurance Application
Work Groups: There are no Work Groups under Task Group 9. ANSI ASC X12 New Member Handbook Finance Subcommittee Page 13
TG10 - Task Group 10: Technical Assessment Task Group (TATG)
Function/Purpose: The Technical Assessment Task Group (TATG) of the Finance Subcommittee is responsible for coordinating the data maintenance process within the Finance Subcommittee. They provide a liaison to X12J, the Technical Assessment Subcommittee of X12 and represents the Finance Subcommittee position to X12J on all data maintenance.
Transaction Set(s): Task Group 10 is not responsible for any transaction sets.
Work Groups: There are no Work Groups under Task Group 10. ANSI ASC X12 New Member Handbook Finance Subcommittee Page 14
VI. Subcommittee Transaction Sets
Following is a list of the transaction sets (TS) managed by the Finance Subcommittee. Check with the appropriate Task Group or your Workbook for a revised status on any transaction sets in development or ballot. Following this list is a detailed description of each transaction set.
TS Name TG 155 Business Credit Report 1 156 Entitlement Payment Recipient Account Inquiry/Response (In Development) 2 197 Real Estate Title Evidence 9 198 Loan Verification Evidence 9 199 Real Estate Settlement Information 9 200 Mortgage Credit Report 9 201 Residential Loan Application 9 202 Secondary Mortgage Market Loan Delivery 9 203 Secondary Mortgage Market Investor Report 9 205 Mortgage Note 9 206 Real Estate Inspection 9 208 Income Property Appraisal Report (In Development) 9 209 Condominium Appraisal Report (In Development) 9 245 Real Estate Tax Service 9 246 Real Estate Listing Information (In Development) 9 248 Account Assignment and Service Status 1 260 Application For Mortgage Insurance Benefits 9 261 Real Estate Information Request 9 262 Real Estate Information Report 9 263 Residential Mortgage Insurance Application Response 9 264 Mortgage Loan Default Status 9 265 Real Estate Title Insurance Service Order 9 269 Mortgage or Property Record Change Notice 9 775 Broker Price Opinion (In Development) 9 810 Invoice 2 811 Consolidated Invoice/Statement 2 812 Credit/Debit Adjustment 2 814 General Request, Response, or Confirmation 2 819 Operating Expense Statement 2 820 Payment Order/Remittance Advice 2 821 Financial Information Report 3 822 Account Analysis 3 823 Lockbox 2 824 Application Advice 2 827 Financial Return Order or Return Notice 2 828 Debit Authorization 2 829 Payment Cancellation Request 2 831 Application Control Totals 2 833 Mortgage Credit Report Order 9 844 Product Transfer Account Adjustment 2 849 Response To Product Transfer Account Adjustment 2 872 Residential Mortgage Insurance Application 9 880 Grocery Products Invoice 2 ANSI ASC X12 New Member Handbook Finance Subcommittee Page 15
Transaction Set Details
155 Business Credit Report Functional Group = BC Task Group: 9
This DSTU contains the format and establishes the data contents of the Business Credit Report Transaction Set (155) for use within the context of an Electronic Data Interchange (EDI) environment. This transaction set can be used to transmit business credit information to a trading partner. This transaction set may be used to convey identification, location, financial, payment experiences, banking, suits, liens, judgments and public filing details, operational, affiliate, organizational, credit rating, and other information about a business to support automated business decision processing and update business data bases.
156 Entitlement Payment Recipient Account Inquiry/Response (In Development) Functional Group = Task Group: 2
Description not available at this time. To be added.
197 Real Estate Title Evidence Functional Group = TO Task Group: 9
This DSTU contains the format and establishes the data contents of the Real Estate Title Evidence Transaction Set (197) for use within the context of an Electronic Data Interchange (EDI) environment. This standard can be used to transfer the data contained in standard Title Reports, Title Commitments, and Title Policy Forms of the American Land Title Association, as well as the corresponding State Forms or other title evidence formats indicating the results of the title examination process.
198 Loan Verification Information Functional Group = ME Task Group: 9
This DSTU contains the format and establishes the data contents of the Loan Verification Information Transaction Set (198) for use within the context of an Electronic Data Interchange (EDI) environment. his transaction set can be used to request, validate, or exchange standard loan verification information among entities involved in the loan life-cycle. These entities may include lenders, employers, depository institutions, credit agencies, investors, mortgage insurance companies, and so on. ANSI ASC X12 New Member Handbook Finance Subcommittee Page 16
199 Real Estate Settlement Information Functional Group = TO Task Group: 9
This DSTU contains the format and establishes the data contents of the Real Estate Settlement Information Transaction Set (199) for use within the context of an Electronic Data Interchange (EDI) environment. This transaction set can be used to transfer real estate settlement information among mortgage lenders, real estate closing agents, and other interested parties.
200 Mortgage Credit Report Functional Group = ME Task Group: 9
This DSTU contains the format and establishes the data contents of the Mortgage Credit Report Transaction Set (200) for use within the context of an Electronic Data Interchange (EDI) environment. This transaction set can be used to transmit the data that comprises a mortgage credit report. It is the electronic response to the Mortgage Credit Report Order Transaction Set (833).
201 Residential Loan Application Functional Group = ME Task Group: 9
This DSTU contains the format and establishes the data contents of the Residential Loan Application Transaction Set (201) for use within the context of an Electronic Data Interchange (EDI) environment. This transaction set can be used to transfer the data contained in the Uniform Residential Loan Application between mortgage lenders, mortgage service vendors, insurance companies, credit reporting agencies and secondary market organizations.
202 Secondary Mortgage Market Loan Delivery Functional Group = MJ Task Group: 9
This DSTU contains the format and establishes the data contents of the Secondary Mortgage Market Loan Delivery Transaction Set (202) for use within the context of an Electronic Data Interchange (EDI) environment. This transaction set can be used to report mortgage loan information (i.e., borrower, property, underwriting information, etc.) among mortgage lenders, mortgage service vendors, and secondary mortgage market organizations.
203 Secondary Mortgage Market Investor Report Functional Group = MH Task Group: 9
This DSTU contains the format and establishes the data contents of the Secondary Mortgage Market Investor Report Transaction Set (203) for use within the context of an Electronic Data Interchange (EDI) environment. This transaction set can be used for the ANSI ASC X12 New Member Handbook Finance Subcommittee Page 17 transfer and reporting of mortgage servicing information between mortgage servicers, mortgage service bureaus, and secondary mortgage market organizations. 205 Mortgage Note Functional Group = MN Task Group: 9
This DSTU contains the format and establishes the data contents of the Mortgage Note Transaction Set (205) for use within the context of an Electronic Data Interchange (EDI) environment. This transaction set can be used by mortgage originators, settlement agents, warehouse lenders, document custodians, secondary market entities and other industry participants to exchange the data comprising the mortgage note and mortgage characteristics.
206 Real Estate Inspection Functional Group = MG Task Group: 9
This DSTU contains the format and establishes the data contents of the Real Estate Inspection Transaction Set (206) for use within the context of an Electronic Data Interchange (EDI) environment. This transaction set can be used by mortgage lenders, insurance companies or others to initiate, modify or cancel a site inspection by a field service organization, home inspection company, insurance vendor or other industry participant. It can also be used by a field service organization, home inspection company, insurance inspection vendor, or other industry participant to report the results of a site inspection.
245 Condominium Appraisal Report (In Development) Functional Group = MG Task Group: 9
This DSTU contains the format and establishes the data contents of the Real Estate Tax Service Transaction Set (245) for use within the context of an Electronic Data Interchange (EDI) environment. This transaction set can be to report tax information to mortgage servicers about properties in their portfolios.
248 Account Assignment/Inquiry and Service/Status Functional Group = SU Task Group: 1
This DSTU contains the format and establishes the data contents of the Account Assignment/Inquiry and Service/Status Transaction Set (248) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used for two-way, multi-transactional purposes of assigning accounts for collection, reporting status inquiries and inquiry responses and to update accounts between entities. ANSI ASC X12 New Member Handbook Finance Subcommittee Page 18
260 Application for Mortgage Insurance Benefits Functional Group = MG Task Group: 9
This DSTU contains the format and establishes the data contents of the Application for Mortgage Insurance Benefits Transaction Set (260) for use within the context of an Electronic Data Interchange (EDI) environment. This transaction set can be used by mortgage lenders to file claims with both government agencies and private mortgage insurers in the event that defaults or foreclosure activity allow for the collection of a third-party guarantee/insurance benefit. The information in a standard format will allow all mortgage insurance claim payments to be requested similarly, whether they be to an investor, insurer, or guarantor.
261 Real Estate Information Request Functional Group = ME Task Group: 9
This DSTU contains the format and establishes the data content of the Real Estate Information Request Transaction Set (261) for use within an Electronic Data Interchange (EDI) environment. This transaction set can be used to initiate, modify or cancel a request for real estate information. This transaction set will be used to transfer information among real estate industry participants.
262 Real Estate Information Report Functional Group = ME Task Group: 9
This DSTU contains the format and establishes the data contents of the Real Estate Information Report Transaction Set (262) for use within the context of an Electronic Data Interchange (EDI) environment. This transaction set can be used for the transfer and reporting of real estate information among real estate industry participants.
263 Residential Mortgage Insurance Application Response Functional Group = ME Task Group: 9
This DSTU contains the format and establishes the data contents of the Residential Mortgage Insurance Application Response Transaction Set (263) for use within the context of an Electronic Data Interchange (EDI) environment. This standard is used by a mortgage insurance company to communicate the receipt and disposition of a Residential Mortgage Insurance Application Transaction Set (872). It will be used to provide the mortgage originator with the results of the insurance application and, if accepted, will provide basic information about the insurance coverage. It can also be used to confirm certification of coverage. It is not intended to replace the legal commitment (Certificate of Coverage of Insurance) which will continue to be delivered in its current form. ANSI ASC X12 New Member Handbook Finance Subcommittee Page 19
264 Mortgage Loan Default Status Functional Group = MG Task Group: 9
This DSTU contains the format and establishes the data contents of the Mortgage Loan Default Status Transaction Set (264) for use within an Electronic Data Interchange (EDI) environment. This transaction set will allow all notifications of mortgage loan default/foreclosure status to be filed similarly, whether they be to an insurer, guarantor, investor, or servicer. This transaction set can be used to submit notification of delinquent mortgage loans that could potentially result in foreclosure activity leading to the collection of a third-party guarantee/insurance benefit. This transaction set can also be used to file default status reports, as well as foreclosure and bankruptcy information with servicers, attorneys, trustees, government agencies, private mortgage insurers and investors.
265 Real Estate Title Insurance Services Order Functional Group = TO Task Group: 9
This DSTU contains the format and establishes the data contents for the Real Estate Title Insurance Services Order (265) Transaction Set for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used by a real estate agent, mortgage lender, or other real estate company to order, update, or cancel title services from a title insurance services company. This standard can also be used by the title services company to return title information to the party originating the order. This transaction set replaces the paper forms used to request services such as title searches and insurance, and replaces mortgage closing documents.
266 Mortgage or Property Record Change Notification Functional Group = MG Task Group: 9
This DSTU contains the format and establishes the data contents of the Mortgage or Property Record Change Notification Transaction Set (266) for use within the context of an Electronic Data Interchange (EDI) environment. This transaction set can be used by financial institutions such as Mortgagees, Lienholders, and Lessors to inform interested parties such as Insurers, Investors, and Taxing Authorities of mortgage or property record changes. This transaction set is intended to be used by financial institutions to communicate change notifications, such as the sale of mortgages, assumptions, transfers, and terminations of interest.
775 Broker Price Opinion (In Development) Functional Group = MG Task Group: 9
Description not available at this time. To be added. ANSI ASC X12 New Member Handbook Finance Subcommittee Page 20
810 Invoice Functional Group = IN Task Group: 2
This DSTU contains the format and establishes the data contents of the Invoice Transaction Set (810) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to provide for customary and established business and industry practice relative to the billing for goods and services provided.
811 Consolidated Service Invoice/Statement Functional Group = CI Task Group: 2
This DSTU contains the format and establishes the data contents of the Consolidated Service Invoice/Statement Transaction Set (811) for use within the context of an Electronic Data Interchange (EDI) environment. This transaction set provides for the billing of complex and structured service invoice detail. This standard can be used by organizations who are interested in sending or receiving either consolidated or standalone invoices for service arrangements which require processing other than that done for the typical product invoice. The Consolidated Service Invoice/Statement can be used as a credit/debit memo to differentiate between payable invoice items and information-only memo items. This transaction set should not be used as a standalone notification of a credit/debit adjustment.
812 Credit/Debit Adjustment Functional Group = CD Task Group: 2
This DSTU contains the format and establishes the data contents of the Credit/Debit Adjustment Transaction Set (812) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to notify a trading partner of an adjustment or billback and may be used to request an adjustment or billback. It identifies and contains the details and amounts covering exceptions, adjustments, credits, or debits for goods or services. This transaction set is multi- directional between trading partners.
814 General Request, Response or Confirmation Functional Group = GE Task Group: 2
This DSTU contains the format and establishes the data contents of the General Request, Response or Confirmation Transaction Set (814) for use within the context of an Electronic Data Interchange (EDI) environment. This standard can be used to request actions to be performed, to respond to a request for actions to be performed or to confirm information related to actions performed. ANSI ASC X12 New Member Handbook Finance Subcommittee Page 21
819 Operating Expense Statement Functional Group = IN Task Group: 2
This DSTU contains the format and establishes the data contents of the Operating Expense Statement Transaction Set (819) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to transmit periodic expense details from the operator of an asset to the various owners of that asset (e.g., the operation of a petroleum lease or property having multiple owners).
820 Payment Order/Remittance Advice Functional Group = RA Task Group: 2
This DSTU contains the format and establishes the data contents of the Payment Order/Remittance Advice Transaction Set (820) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to make a payment, send a remittance advice, or make a payment and send a remittance advice. This transaction set can be an order to a financial institution to make a payment to a payee. It can also be a remit advice identifying the detail needed to perform cash application to the payee's accounts receivable system. The remittance advice can go directly from payer to payee, through a financial institution, or through a 3rd party agent.
821 Financial Information Reporting Functional Group = FR Task Group: 3
This DSTU contains the format and establishes the data contents of the Financial Information Reporting Transaction Set (821) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to report balances, detail/summary financial transactions, and other related account information. It can be used by financial institutions and their agents to report to their clients.
822 Account Analysis Functional Group = AA Task Group: 3
This DSTU contains the format and establishes the data contents of the Account Analysis Transaction Set (822) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to transmit detailed balance, service charge and adjustment detail primarily from a bank to its corporate clients. However, this transaction set can also be used between or within corporations.
823 Lockbox Functional Group = LB Task Group: 2
This DSTU contains the format and establishes the data contents of the Lockbox Transaction Set (823) for use within the context of an Electronic Data Interchange (EDI) ANSI ASC X12 New Member Handbook Finance Subcommittee Page 22 environment. The transaction set can be used to transmit lockbox (incoming payments) information and totals from a bank or any other lockbox service provider to a company. 824 Application Advice Functional Group = AG Task Group: 2
This DSTU contains the format and establishes the data contents of the Application Advice Transaction Set (824) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to provide the ability to report the results of an application system's data content edits of transaction sets. The results of editing transaction sets can be reported at the functional group and transaction set level, in either coded or free-form format. It is designed to accommodate the business need of reporting the acceptance, rejection or acceptance with change of any transaction set. The Application Advice should not be used in place of a transaction set designed as a specific response to another transaction set (e.g., purchase order acknowledgement sent in response to a purchase order).
827 Financial Return Notice Functional Group = FR Task Group: 2
This DSTU contains the format and establishes the data contents of the Financial Return Notice Transaction Set (827) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to report to the originator the inability of the originating financial institution to have the Payment Order/Remittance Advice Transaction Set (820) processed.
828 Debit Authorization Functional Group = DA Task Group: 2
This DSTU contains the format and establishes the data contents of the Debit Authorization Transaction Set (828) for use within the context of an Electronic Data Interchange (EDI) environment. This transaction set can be used to provide information from the paying entity to the financial institution regarding debits that the paying entity has authorized against its account. The financial institution would hold this information then match it against incoming debits to determine whether those debits have been authorized by the account holder. This transaction set can be used to add new authorizations or cancel existing authorizations. With regard to electronic debits, this would be used for ACH debit processing only. This transaction set can also be used for paper-based debits (i.e., checks). In the paper-based world, this transaction set would serve the purpose of the “issuance file'' or “check register'' used in account reconciliation applications. Either one-time or recurring debits can be authorized with this transaction set. One transaction set can be used to identify multiple debit authorization details against one bank account. ANSI ASC X12 New Member Handbook Finance Subcommittee Page 23
829 Payment Cancellation Request Functional Group = PY Task Group: 2
This DSTU contains the format and establishes the data contents of the Payment Cancellation Request Transaction Set (829) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to cancel a previously transmitted electronic payment between an originating company and its originating financial institution before funds are released.
831 Application Control Totals Functional Group = CT Task Group: 2
This DSTU contains the format and establishes the data content of the Application Control Totals Transaction Set (831) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to transmit totals associated with a collection of like transactions. The items reported in this transaction set must be of the same transaction set ID code.
833 Mortgage Credit Report Order Functional Group = ME Task Group: 9
This DSTU contains the format and establishes the data contents of the Mortgage Credit Report Order Transaction Set (833) for use within the context of an Electronic Data Interchange (EDI) environment. This transaction set can be used by a mortgage originator to request, track, and cancel a series of value-added, investigative credit reports which are typically required in mortgage lending. It is a collection of borrower information that is needed to order a mortgage credit report.
844 Product Transfer Account Adjustment Functional Group = CF Task Group: 2
This Draft Standard for Trial Use contains the format and establishes the data contents of the Product Transfer Account Adjustment Transaction Set (844) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to transmit specific data in the form of a debit, credit, or request for credit relating to pre-authorized product transfer actions.
849 Response to Product Transfer Account Adjustment Functional Group = CF Task Group: 2
This Draft Standard for Trial Use contains the format and establishes the data contents of the Response to Product Transfer Account Adjustment Transaction Set (849) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction ANSI ASC X12 New Member Handbook Finance Subcommittee Page 24 set can be used to transmit a detailed or summary response to a party requesting an accounting adjustment relating to a pre-authorized product transfer. 872 Residential Mortgage Insurance Application Functional Group = ME Task Group: 9
This Draft Standard for Trial Use contains the format and establishes the data contents of the Residential Mortgage Insurance Application Transaction Set (872) for use within the context of an Electronic Data Interchange (EDI) environment. This transaction set can be used by a mortgage originator to request mortgage insurance and provide supporting information needed to obtain a mortgage insurance commitment on one or several residential mortgage loans.
880 Grocery Products Invoice Functional Group = GP Task Group: 2
This DSTU contains the format and establishes the data contents of the Grocery Products Invoice Transaction Set (880) for use within the context of an Electronic Data Interchange (EDI) environment. This transaction set can be used to provide for customary and established grocery industry practice relative to billing details for finished goods in a retail or wholesale consumer market. The transaction set can be used by the supplier or broker organization to request payment from a retailer or wholesaler organization. This transaction set is to be used for standalone detail billing and cannot be used for statement billing or credit/debit adjustments. ANSI ASC X12 New Member Handbook Finance Subcommittee Page 25
VII. Subcommittee Voting Privileges
Many of the votes that you will encounter in the Finance Subcommittee will be conducted on a consensus basis. In other words, is there a substantial consensus of the people who have been working on a data maintenance item, transaction set, or Tutorial. There are, however, formal voting guidelines that are adhered to during formal votes (i.e.- the election of officers).
For the formal voting process, each organization that is a member of ANSI ASC X12 is assigned a Voting Representative and a Voting Alternate. These are the individuals who are vested with the official vote of that organization. Each member organization is assigned one vote. The organization has to have a be an X12 member and have had a representative present for two meetings before it can vote.
Within the Technical Assessment Task Group, each Task Group has one vote. Therefore, regardless of the number of representatives a Task Group elects to send, votes are registered by Task Group. ANSI ASC X12 New Member Handbook Finance Subcommittee Page 26
VIII. Subcommittee Constitution
1. ORGANIZATION
1.1 This organization shall be named the ASC X12F, the Finance Subcommittee and may be identified herein as the Finance Subcommittee or as FS.
1.2 The FS has been established by the American National Standards Institute's (ANSI) Accredited Standards Committee (ASC) X12 as a standing subcommittee. Primary administrative direction is the responsibility of the X12 Steering Committee.
2. SCOPE OF RESPONSIBILITY
2.1 The ASC X12 Steering Committee has empowered the FS with responsibility to define, develop, and support new transaction sets and review proposed changes to existing transaction sets that relate to the request, initiation, processing control, reporting and security of financial transactions. The FS may, at its discretion, alter its area of responsibility by petition to and approval of the ASC X12 Steering Committee.
The FS will participate in joint efforts with other ANSI ASC X12 subcommittees and other ASC's as appropriate.
3. MEMBERSHIP
An organization shall have only one membership and therefore only one vote per issue.
Once an organization pays its dues to ASC X12 and its representative has attended an FS meeting, (i.e. at the second meeting), it has voting rights.
Membership rests with an organization, not the individual. Though the same representative need not attend in order for the organization to maintain its membership status, consistency of representation is strongly encouraged. If an organization does not have a representative attend three consecutive meetings, the organization will lose its voting rights.
Non-members of ASC X12 may attend meetings as observers by paying the then current non-member meeting attendance fee to the Secretariat. Observers have ANSI ASC X12 New Member Handbook Finance Subcommittee Page 27 speaking privileges to the extent that they are recognized by the chairperson and do not have voting rights. If an organization has attended an FS meeting as an observer, then joins ANSI ASC X12, it will be granted voting rights immediately after dues are paid.
Membership in FS constitutes membership in all FS task groups.
A member company representative of the Finance Subcommittee who leaves the employ of the member company and becomes an employee of another member company may represent the new employer immediately.
4. OFFICERS
The officers shall be elected individuals from FS member organizations. Titles rest with the individuals rather than with the sponsoring organizations.
Officers shall be elected to serve two-year terms.
If an officer resigns from an elected position, the vacancy must be announced at a full FS meeting.
Officers have a responsibility to clarify positions they take on issues or in response to inquiries as being either individual, organizational, or representing the position as an officer of the FS. Further, positions taken as officers of the FS should cover only their specific scope of authority.
If an FS officer fails to attend two (2) ASC X12 consecutive meetings, the office shall be declared vacant and elections must be held.
4.1 Duties of FS officers shall include the following:
4.1.1 Chairperson a. Preside at meetings and prepare meeting agendas. b. Appoint FS representatives as required. c. Assign duties as necessary to advance FS work. d. Communicate official position of the FS. e. Arrange for meeting facility requirements.
4.1.2 Vice Chairperson a. Assume the duties of the Chairperson in his/her absence. b. Assume the chair position for ad hoc or standing task groups until interim election is held. c. Perform other duties as delegated by the Chair. ANSI ASC X12 New Member Handbook Finance Subcommittee Page 28
d. Provide meeting minutes, in the absence of the subcommittee secretary.
4.1.3 Secretary a. Preside at meetings in the absence of the Chairperson and Vice Chairperson. b. Work with Secretariat to maintain the FS membership roster and provide meeting agendas and facility requirements. c. Record FS meeting minutes, consolidate work group minutes/reports and distribute all within four weeks of the meeting. d. Work with Secretariat to maintain attendance records of the FS. e. Issue meeting notices to FS members and attendees. f. Work with Secretariat to attest to nominee election eligibility and industry classification. g. Document binding votes in meeting minutes. h. Perform other duties as delegated by the Chairperson or Vice Chairperson. i. The role of the Secretary could be divided and performed by one, two, or three individuals. Prior to the elections, candidates must indicate whether their interest is in the full office or only in the logistic, scribe, or membership roles. In order for the Secretary position to be shared, all of the secretarial roles must be supported. Members who have agreed to share the roles of Secretary will be considered as a single candidate for the purposes of voting.
4.1.4 Task Group Co-Chairs a. Preside at meetings and prepare meeting agendas. b. Assign duties as necessary to advance the work of the task group. c. Communicate official position of the task group. d. Arrange for meeting facility requirements through the FS Secretary. e. Lead the effort in responding to task group work requests from the FS, including those items coming from other groups via Technical Assessment. f. Report results of Task Group work to the FS or appoint a representative. g. Provide minutes of task group meetings during the ANSI ASC X12 meeting week to the FS secretary by the end of that week. ANSI ASC X12 New Member Handbook Finance Subcommittee Page 29
4.1.5 Procedures Review Board Representative and Alternate a. Represent the FS at all Procedures Review Board meetings, or provide FS Chairperson with two weeks notice if unavailable to attend meeting. The FS chairperson will appoint an alternate to represent FS at that meeting. b. Report Procedures Review Board activity to the members of the FS. c. Representative and Alternate equally share the responsibility for representing the FS at all Procedures Review Board meetings and are expected to attend all meetings. The representative carries the official position. d. The PRB representative shall provide the secretary with a status report at the end of every ASC X12 meeting week. e. The role of Procedures Review Board Alternate may be divided and performed by more than one individual. Prior to elections, candidates must indicate whether their interest is in the full office or only in a shared role. In order for the Procedures Review Board Alternate position to be shared, all of the activities must be supported. Members who have agreed to share the role will be considered a single candidate for the purpose of voting.
4.1.6 Technical Assessment Representative and Alternate a. Represent the FS at all Technical Assessment Subcommittee meetings, including interim meetings, or provide the FS Chairperson with two weeks notice, if unavailable to attend meeting. An official alternate will represent FS at that meeting. b. Report Technical Assessment activity to the members of the FS. c. Review all task group work items that are to go to Technical Assessment for completeness, prior to their submission to the FS for approval. d. Representatives and Alternates equally share the responsibility for representing the FS at all Technical Assessment meetings and are expected to attend all meetings. The representative carries the official position. ANSI ASC X12 New Member Handbook Finance Subcommittee Page 30
e. The TAS representative shall provide the secretary with a status report at the end of every ASC X12 meeting week. f. The role of Technical Assessment Alternate may be divided and performed by more than one individual. Prior to elections, candidates must indicate whether their interest is in the full office or only in a shared role. In order for the Technical Assessment Alternate position to be shared, all of the activities must be supported. Members who have agreed to share the role will be considered a single candidate for the purpose of voting.
4.1.7 US Designated Experts for EDIFACT Working Groups (EWG)
The FS may elect one or more of the US Designated Experts to represent the FS to the EWG Subworking Group for Accounting, Auditing, Registration, and Financial Information Services; the Subworking Group for Finance. If there is more than one EWG Representative for an EWG Subworking Group, the FS Chairperson will designate one as the official voting representative. a. Represent the FS as an industry at EWG committee meetings and administrative activities. b. Represent the FS at the Delegate Liaison Task Group (DLTG) meetings or so named coordinating group. c. Provide the FS Chairperson with four weeks lead time to find a replacement, if unavailable to attend a meeting. The FS Chairperson will appoint an alternate to represent FS at that meeting. d. Report EWG committee activities to the members of the FS.
4.1.8 Web Master a. Work with Secretariat and FS officers to maintain the FS Web page and electronic communications tools. b. Represent the FS at all Web related meetings. c. Provide updates to the FS on Web activities and technologies offered by the Secretariat. d. The role of Web Master may be divided and performed by more than one individual. Prior to elections, candidates must indicate whether their interest is in the full office or only in a shared role. In order for the Web Master position to be shared, all of the web master activities must be supported. ANSI ASC X12 New Member Handbook Finance Subcommittee Page 31
Members who have agreed to share the role will be considered a single candidate for the purpose of voting.
5. VOTING
5.1 Election Voting
5.1.1 Election Frequency a. Elections will be held each year during the third ANSI ASC X12 meeting week. Elections will be held only for those officers whose terms have expired. Elections for Task Group (TG) Co-Chairs will be held during the same week after the election of the FS officers. b. Interim replacement of elected individuals shall take place at the next scheduled meeting following knowledge of the vacancy. Interim elected individuals assume responsibilities immediately and serve for the unexpired terms of their predecessors. c. Co-chairpersons of a newly formed task group are elected at the FS meeting following the formation of the task group. They serve until the next regularly scheduled FS election. d. To maintain continuity of the FS leadership, certain officers will be elected in odd numbered years. The remaining officers, will be elected in even numbered years.
Positions Elected in Odd Numbered Years Chairperson Secretary Procedures Review Board Representative Technical Assessment Representative EWG Representative – D 14
Positions Elected in Even Numbered Years Vice Chairperson Procedures Review Board Rep. - Alternate Technical Assessment Rep. - Alternate EWG Representative – D 6 Web Master ANSI ASC X12 New Member Handbook Finance Subcommittee Page 32
For Task Group Chairs, at least one of the Co-Chair positions will be elected each year based on the cycle established by the 1993 elections.
5.1.2 Election Eligibility a. Individuals are eligible for election if their organization is an FS member.
5.1.3 Nominations a. These procedures apply for nomination of all FS Officers. The procedures will be followed within the Task Groups for Task Group Co-Chairs. Other FS Officers will be nominated in the full FS. b. Each year at the last full FS meeting of the second ANSI ASC X12 meeting, and again at the first full FS meeting of the third ANSI ASC X12 meeting, the FS secretary shall announce the open positions for that year. c. Task group Co-Chair nomination and voting for open positions will be scheduled during the third ANSI ASC X12 meeting each year, to take place in the task group meetings. The scheduled times will be announced by task group Co-Chairs at the first full FS meeting of the week. d. An FS member may be nominated for any number of elected offices. e. Nomination for all FS Officers will be made in the following way: Written Phone call Oral, to the secretary From the floor f. Any person may nominate himself or another representative of an ASC X12 member. This may be in writing and the nominee does not have to be present at the election. g. Nominees may decline to accept a nomination by requesting the withdrawal of their names from the slate of candidates prior to the closing of nominations. h. A motion to close nominations may be made at any time. If seconded, nominations shall be closed after a unanimous favorable voice vote. i. After nominations are closed, each nominee will either briefly address the FS with their name, organization, ANSI ASC X12 New Member Handbook Finance Subcommittee Page 33
position and background information or submit the above information in writing to be read to the FS by the Secretariat representative, FS secretary, or other independent party.
5.1.4. Election Voting Process a. Election procedures apply for all FS officers. The procedures will be followed within the Task Groups for Task Group Co-Chairs. Other FS officers will be elected in the full FS. b. Voting shall take place by secret ballot. The ballot form will be provided by the FS secretary. c. Election shall be by a majority of the votes cast. d. The Secretariat representative or another independent party shall collect, count, and tabulate the ballots, and determine if a candidate has received a majority or if a second ballot is necessary. e. All FS officers other than Task Group Co-Chairs will be elected in the full FS. f. Proxy voting will not be permitted for elections held within the full FS and in task groups. g. If no candidate receives a majority of votes on the first ballot, a second election shall be conducted. Criteria for elimination from subsequent balloting shall be: Candidates will be ranked according to the number of votes received. The bottom one-third will be dropped from subsequent voting.
The election voting process will be continued until all offices are filled.
If, after three successive ballots, the vote is evenly distributed among more than two candidates, the Secretariat representative shall eliminate all but two of the candidates by the toss of a coin.
If, after four successive ballots, the vote is evenly distributed between two candidates, the Secretariat representative shall determine the winning candidate by the toss of a coin.
The provisions of this paragraph may be waived, and other tie breaking procedures established by a majority vote of the FS members in attendance. ANSI ASC X12 New Member Handbook Finance Subcommittee Page 34
h. Every task group must have two Co-Chairs or it will be disbanded and its work reassigned. In the event that two Co-Chairs have not been elected by a task group, nominations may be taken from the floor at the first full FS meeting following the Task Group election.
i. Elected officials may be removed from office by a two- thirds vote at an ASC X12 meeting or if the officer is absent from two consecutive ASC X12 meetings. j. No person can hold two officer positions in FS, effective at the first election following the approval of the constitution.
5.2 Non Election Voting 5.2.1 Voting on draft standards for trial use will be in accordance with ANSI ASC X12 Operations and Procedures. 5.2.2 Other non-election votes can be conducted in the following ways: a. Show of hands. b. A letter ballot can be requested. A letter ballot is a ballot mailed to all FS member organizations, as determined by the FS attendance sheet. If a single organization submits multiple, conflicting votes, all votes for that organization will be ignored. 5.2.3 Voting privileges include: a. Casting a vote. b. Making motions. c. Seconding motions. 5.2.4 ASC X12 FS Approval Process: a. Any work item to be approved by the full FS via a written ballot will be voted on by the FS membership using a ballot form supplied by the FS Secretary. b. All work items which will go before the Technical Assessment subcommittee must be reviewed by the FS Technical Assessment representative or alternate prior to being presented to the full FS. c. Proxy voting on non-election issues is not permitted.
6. MEETINGS ANSI ASC X12 New Member Handbook Finance Subcommittee Page 35
6.1 Meetings of the FS and its task groups shall be announced at least three weeks in advance by published minutes or at scheduled FS meetings or by special notice to all FS member organizations. The definition of a meeting is one or more scheduled meeting days as published in the meeting notice. All meetings of the FS and its task groups count in fulfilling membership requirements.
6.2 A quorum to conduct official business of a scheduled session at a meeting will consist of those members present. 6.3 Minutes from ASC X12 FS meetings will be available from the Secretariat. The convener of interim meetings is responsible for sending the Secretariat meeting minutes within four weeks after the meeting occurs. 6.4 In order to receive minutes, attendees must record their attendance on the ASC X12 FS attendance sheet, as well as any task group attendance sheets that apply. Absence from two successive ASC X12 meetings will cause an individual's name to be removed from the minutes distribution list. 6.5 Non-member attendees will receive minutes only for meetings they attend. 6.6 Minutes from interim task group meetings will be available from Task Group Co-Chairs.
7. TASK GROUPS
7.1 Task groups are made up of observers and FS members. 7.2 Any inquiry directed to a task group requesting the opinion of the FS must be brought to the attention of the FS Chairperson. 7.3 All work items addressed by the task group and subsequently submitted to the FS must obtain the approval of the task group prior to submission to the FS. The FS chair can designate a vote held during an ASC X12 FS meeting as the task group vote in order to meet administrative deadlines. Additionally, if the item will eventually be submitted to Technical Assessment, the FS Technical Assessment representative or alternate must review the item prior to submission to the full FS. 7.4 All work of the task group must be approved by the full FS. If no one within a task group takes responsibility for a work item requested by the FS, it may be turned back to the FS. 7.5 The task group will supply a report of its activities to the FS. 7.6 Standing Task Groups. 7.6.1 The FS may establish task groups as deemed necessary in order to accomplish specific work items. 7.6.2 All standing task groups must operate under an FS approved purpose and scope. The task group may change its purpose and scope, but any changes must be presented to and approved by the full FS. ANSI ASC X12 New Member Handbook Finance Subcommittee Page 36
7.6.3 Attendance should be taken at task group meetings and be included with the minutes. 7.6.4 Task group minutes from meetings that coincide with full ASC X12 meetings will be included with full FS meetings minutes. Minutes will include tentative agendas. 7.6.5 Interim task group meeting minutes will be distributed to attendees, FS Chair, FS Vice-Chair and FS Secretary, and will be available upon request. 7.7 Ad Hoc Task Groups 7.7.1 The FS Chair may establish ad hoc groups as deemed necessary in order to accomplish specific task items. 7.7.2 An ad hoc group may consist of one or more persons. 7.7.3 The ad hoc group function is to do a specific job and report back to the FS. 7.7.4 Upon completion of its report, the ad hoc group is dissolved. 7.7.5 The principal record keeping effort should be the documentation of the ad hoc task group report. 7.7.6 For an ad hoc task group to become a standing task group, a formal purpose and scope must be presented to and approved by the full FS.
8. PARLIAMENTARY AUTHORITY
8.1 Adoption of this Constitution is effective when passed by a majority of votes cast by FS member organizations and when approved by the Steering Committee. 8.2 On all matters not covered by the Constitution, Robert's Rules of Order (latest edition) will govern. 8.3 Proposed amendments to the constitution must be distributed to the FS membership. Amendments to the Constitution are effective immediately, if passed by a majority of voting FS member organizations. Voting will occur at the next scheduled FS meeting, or by letter ballot. 8.4 The FS may adopt bylaws, as required. 8.5 At times, it is desirable to operate informally in order to permit expression of opinion without commitment to a formal motion by voting. Any member may call for a non-binding vote or a series of non-binding votes on any subject under consideration at the time. Unless specifically requested, non-binding votes are not recorded. The members are not required in any way to vote formally the same way they did on the non-binding vote. Recorded non-binding votes are used only for the purpose of capturing the sentiment of the group. When a non-binding vote is recorded, the minutes will show the statement of the non-binding vote and an aggregate, numerical breakdown of the votes as taken. The person calling for the non-binding vote shall designate if this vote is by eligible voting members or by all present at the meeting. ANSI ASC X12 New Member Handbook Finance Subcommittee Page 37
8.6 All existing FS task group purpose and scope statements are approved upon approval of this constitution. ANSI ASC X12 New Member Handbook Finance Subcommittee Page 38
IX. X12 Trimester Meetings
SCHEDULES
ASC X12 meets three times per year at Trimester meetings held in February, June and October. Each X12 Trimester meeting is held in a different geographical (west, central, east) location.
It is impossible to find your way around an X12 Trimester meeting without a schedule. DISA, the secretariat for X12 issues the schedules. The schedules are sorted/divided by subcommittee and also include a section for general overall meetings. The Finance Subcommittee’s activities are listed under Finance. Education sessions, described below, are identified under the Orientation & Training portion of the schedule.
Two types of schedules are issued by DISA for entire X12 Trimester meeting:
Preliminary Schedule The Preliminary Schedule is distributed a month and a half before the actual meeting. This schedule is meant to help you plan your meeting. No meeting rooms are listed on this schedule. Some changes to this schedule may be made prior to the start of the X12 Trimester meeting.
Final Schedule The Final Schedule is distributed when you check-in for the meeting at the registration desk. Meeting rooms (locations) are listed on this schedule. There will be changes made to the schedule during the X12 Trimester meeting. Changes are posted on a copy of the schedule, which is posted on a bulletin board near the registration desk. To aid Finance Subcommittee members, revisions to the Finance Subcommittee’s schedule are also discussed in the Full Finance meetings held each day. ANSI ASC X12 New Member Handbook Finance Subcommittee Page 39
TYPES OF MEETINGS
Several different types of meeting occur during the X12 Trimester meeting. This summary can assist new members in determining which meetings will best fit to their needs.
Four basic types of meetings are held during the X12 Trimester session:
1. Full Finance Meetings Full Finance will meet once each day during the X12 Trimester meeting. No other Finance Task Group or Work Group meetings occur at the same time as the Full Finance meeting. The Full Finance meeting provides a chance for the entire Subcommittee to gather, address central issues, receive an update on each Task or Work Groups activities, and provide Full Subcommittee approval for Data Maintenance items and new Transaction Sets. During the first Full Finance session on Monday afternoon, each Task Group and Work Group will present their plans for the week. Full Finance meetings are indicated on your agenda as “Full Finance.”
2. Task Group and Work Group Meetings Depending on their work load, Task Groups and Work Groups may meet several times through out the X12 Trimester meeting, including Sundays. Task Groups and Work Groups meet simultaneously. The Task Groups and Work Groups are identified by their TG# or TG/WG# abbreviation. (See the Task Group & Work Group section of this document.) Their meetings are indicated on your schedule as Subcommittee Letter/Task Group Abbreviation/Work Group Abbreviation, such as, “F/TG2/WG4.” If a Task Group or Work group is working on a specific subject or subset of their responsibility, a brief description of the topic, may also be included on the schedule.
3. Wrap Ups Wrap Ups meetings are held each day starting on Sunday, but excluding Monday. They are held at the end of the days meetings. These special Wrap Ups sessions are informal and provide an important chance to discuss Finance issues and meet with your fellow Finance Subcommittee members. These meetings are indicated on your agenda as “Finance - Special Meeting: Finance Wrap Up”.
4. Education Sessions Trimester meetings are working meetings and not educational conferences. Even so, several types of education are provided to help new member. Some sessions are specific to a Subcommittee and are listed in the Subcommittee section of the schedule. Some sessions are general X12 sessions and are listed in the Orientation & Training section of the schedule. ANSI ASC X12 New Member Handbook Finance Subcommittee Page 40
NEW MEMBER EDUCATIONAL SESSIONS
Session of immediate interest to new members (check current X12 schedule to ensure the day and time have not changed) include:
Type Session Day Time Finance X 12 F New Member Orientation Sunday 5:00 - 6:00 Finance New Member Orientation Wrap Up Sunday 6:00 - 8:00 Finance Introduction To Financial EDI Monday 10:30-12:00 General How To Get Around An X12 Meeting Monday 8:00 - 8:30 General Introduction To X12 Standards Development Monday 8:30 - 10:30 General Introduction To Modeling For Standards Monday 10:30 - Setting 11:00 General The World of UN/EDIFACT Monday 11:00 - 12:00 General EDIFACT Message Development: Beginners Monday 12:00 - 1:00 General EDIFACT Message Development: Monday 1:00 - 2:00 Intermediate General Introduction to X12 Mapping- An Overview Monday 2:00 - 4:00 General X12 Design Rules Tuesday 8:00 - 9:00 General EDIFACT Mapping 101- A Workshop Tuesday 9:00 - 12:00
These meetings are held early in the week to allow you to attend before full participation in on going Finance Subcommittee activities. You are urged to take advantage of these. ANSI ASC X12 New Member Handbook Finance Subcommittee Page 41
X. X12 Documents & Terms
Like many of our organizations and industries, X12 has a language of initials that is unique to X12. Some of the key phrases and initials follow. You will find that you are using these freely, sooner than you expect.
Transaction Set: A transaction set defines a collection of business information in a standardized electronic format (that adheres to X12 design standards). New transaction sets are submitted through project proposals that register the development effort.
Data Maintenance: Changes to existing transaction sets occur through a data maintenance request. Data maintenance requests (or DM’s) are submitted through a work request that identifies the work proposed and a business case for the change, deletion or addition.
TAS: The Technical Assessment Subcommittee (X12J). TAS contains a representative of each of the subcommittees of X12. This central subcommittee is responsible for ensuring that new transaction sets, tutorials, and data maintenance requests meet X12 standards and design rules. TAS meets six times per year (at X12 Trimester meetings and once in between each).
PRB: Procedures Review Board. The PRB is another central organization that contains a representative from each of X12’s subcommittees. The PRB ensures that X12 procedures are complied with. The PRB approves project requests and new transaction sets or tutorials which are voted for publication.
SD2: Standing Document 2. SD2 defines the process to be followed for new transaction sets, data maintenance, interpretation, guidelines, and technical reports relating to X12.
SD6: Standing Document 6. SD6 defines the process to be followed for UN/EDIFACT message development and maintenance.
OPM: Organization and Procedures Manual. The OPM defines the procedures and rules for the X12 organization.
TR1: Technical Report 1. A TR1 is an implementation tutorial that identifies the intent of the developers in the design of a specific transaction set.
TR2: Technical Report 2. A TR2 is a “model” that describes how a process using X12 transaction sets works or how X12 transaction sets relate to one another. ANSI ASC X12 New Member Handbook Finance Subcommittee Page 42
XI. X12 Transaction Set Approval Process
A transaction set defines a collection of business information in a standardized electronic format (that adheres to X12 design standards). New transaction sets are submitted through project proposals that register the development effort.
Step 1: Project Proposal Approval
A project proposal outlines the need to develop a new EDI transaction set. Project Proposals are submitted to the Procedures Review Board after approval in the appropriate subcommittee. This may only occur during X12 Trimester meetings.
Step 2: Initial EDI Transaction Set Review
After a new transaction set is developed by a Task Group or Work Group, it is then reviewed and approved by that Work Group and Task Group during interim or X12 Trimester meetings. After review, it is submitted to the Finance Subcommittee for approval. The Technical Assessment Task Group (TATG) provides additional assistance. At the next X12 Trimester meeting, the Finance Subcommittee approves it for technical review by X12J.
Step 3: Technical Review By X12 J
X12J is the central Technical Assessment Subcommittee, also known as TAS. TAS has the responsibility for ensuring that all transaction sets and data maintenance changes adhere to X12 design standards and rules. Once a new transaction set is approved for technical review (at an X12 Trimester meeting), it is sent to the next interim meeting of the Technical Assessment Subcommittee.
Step 4: Final EDI Transaction Set Review
Based on the feedback from the Interim Technical Assessment Subcommittee meeting, the Task or Work Group will revise the transaction set or develop a rationale that addresses the comments of the Technical Assessment Subcommittee. A final version of the transaction set is presented to the Finance Subcommittee for approval to go out to ballot. TAS and PRB must approve the transaction set for ballot.
Step 5: ASC X12 Membership Vote
The transaction set is circulated, to voting representatives of all of X12, for a forty-five day ballot period. Voters can approve, approve with comments, disapprove with reasons, or abstain. Disapproval comments must be addressed before a transaction set can be approved. Often, a transaction set is reintroduced into a rebuttal ballot after the comments have been addressed and/or changes made. ANSI ASC X12 New Member Handbook Finance Subcommittee Page 43
The Finance Subcommittee will approve these comments and/or changes prior to sending the transaction set back out for rebuttal ballot.
Step 6: Rebuttal Ballot
In the event that the changes recommended from the forty-five day ballot period have a “substantive” impact on the transaction set, the modified document is circulated for a thirty day rebuttal ballot period. At the end of this period, the transaction set is reviewed in light of the new ballot comments and recommended for publication as a Draft Standard for Trial Use (DSTU). Every few years, ANSI will accept DSTU’s as part of the official national standards. ANSI ASC X12 New Member Handbook Finance Subcommittee Page 44
XII. X12 Data Maintenance Approval Process
Changes to existing transaction sets occur through a data maintenance (DM) request. Data maintenance requests are submitted through a work request that identifies the work proposed and a business case for the change.
Step 1: Submission of Data Maintenance Requests
Data Maintenance requests are submitted to ASC X12 from a variety of sources: members of the business community, members of other X12 subcommittees, individuals, or by Task and Work Groups of the Finance Subcommittee. These requests are centrally received through the Work Request form.
Step 2: Assignment of Data Maintenance Requests
Data Maintenance requests are reviewed by the Technical Assessment Subcommittee at their interim meetings. Each Data Maintenance requests is then assigned to the appropriate subcommittee for review beginning in the next X12 Trimester meeting. Where a Data Maintenance request affects multiple subcommittees, it will be assigned to each of these with a lead subcommittee appointed.
If Finance has “pre-approved” a Data Maintenance request, it is assumed to be assigned to Finance and is reviewed for technical standards compliance during the following Technical Assessment Subcommittee interim meeting.
Step 3: Data Maintenance Request Review
The subcommittee will assign each Data Maintenance request to a Task Group within that subcommittee. In Finance, the Technical Assessment Task Group provides the central coordination point for monitoring review and identifying interested Task Groups. Each Task Group reports back, on a daily basis, to the Technical Assessment Task Group on the status of their review. These requests are then centrally presented to the Finance Subcommittee. Finance can approve, disapprove, abstain, or defer the request. If the request is approved, it is sent to Technical Assessment and then out for ballot.
Step 4: ASC X12 Membership Ballot
All Data Maintenance requests that are approved within X12 are circulated to voting members for a forty-five day ballot period. Members may approve, approve with comments, disapprove with comments, or abstain. ANSI ASC X12 New Member Handbook Finance Subcommittee Page 45
Step 5: Data Maintenance Final Review
If any approve with comment or disapprove with comment ballots are received, the submitter of the Data Maintenance request must respond in writing. These changes or comments must be reviewed with the appropriate subcommittee. In Finance, the Technical Assessment Task Group provides a central point for submitters outside of Finance. Finance will then vote on the Data Maintenance request again. A Data Maintenance request can also be forwarded for rebuttal ballot without any changes.
The Data Maintenance request is then forwarded to the X12J Technical Assessment Subcommittee.
Step 6: Rebuttal Ballot
The revised Data Maintenance request is then circulated for a thirty day rebuttal ballot review. If approved, the Data Maintenance request is incorporated into the standards.
Step 7: Open Forum
Data Maintenance requests that have continuing disapproval after the thirty day rebuttal ballot are reviewed a final time before the X12J Technical Assessment Subcommittee. Check the TAS agenda for when Open Forums are scheduled. The Open Forum provides a chance for the submitter of the Data Maintenance request to present their rationale to TAS. TAS then hold the final approval or disapproval of the Data Maintenance request. They may also request the submitter continue work on their Data Maintenance request. ANSI ASC X12 New Member Handbook Finance Subcommittee Page 46
XIII. Data Maintenance Package
Throughout the week you will frequently see Data Maintenance items and the DM package, which is also called a referral letter. You will first see it during the Monday Task Group meetings. The Data Maintenance package is compiled before the Trimester meeting. It contains all of the DM’s that have been referred to the Finance Subcommittee for our review by the X12J Technical Assessment Subcommittee.
Each DM must be reviewed by the Task Groups and assigned a disposition, which is then discussed and concurred on at the Finance TATG meetings. The disposition is reviewed at the Full Finance Subcommittee Meeting and then taken to the X12J meeting as the Finance disposition of the DM’s.
The referral letter has several sections and Indexes. It is important to understand the DM package organization so you can follow along in any DM meetings.
Indexes
There are several indexes to help you find particular DM’s. The Subcommittee Index lists the DM number and page on which the DM is listed. The Submitter Index lists the Submitter and the DM’s and page number on which the DM is listed.
DM Listing
DM items are listed by DM number. The older DM’s are listed first. A DM number is assigned by DISA and is in the following format: ###MYY, where the MYY is a sequential number and the MYY is the X12 cycle month (1, 2 or 3) and year the DM was submitted.
General information on each DM is: The status (all should be referred status), the submitter, the company of the submitter and the subcommittees to which the DM has been referred.
The reason for change provides a concise summary of the intent of the DM. It should list the business reason for the change.
The Action Summary section describes the specific changes proposed within the DM. The change can effect: Transaction Sets, Data Segments, Simple and Composite Data Elements and Codes Sources.
The Impact Summary section lists the Transaction Sets, Data Segments, Simple and Composite Data Elements and Codes Sources impacted and the referral letter page number on which these items can be found. ANSI ASC X12 New Member Handbook Finance Subcommittee Page 47
The Development History section provides a summary of what actions have been taken regarding this DM. History is listed by Trimester meeting and TAS comments form Interim meetings.
Impacted Standards
The referral letter contains the impacted standards following the DM’s. The proposed change is applied to the standards data base and the result is listed. This section contains only the changed standards, which can include: Transaction Sets, Data Segments, Simple and Composite Data Elements and Codes Sources. ANSI ASC X12 New Member Handbook Finance Subcommittee Page 48
XIV. Information Sources
DISA, the Secretariat of X12, has created an World Wide Web (WWW) home page which can be accessed through the Internet. The URL for the WWW site is: http:\\www.disa.org
The DISA home page is constantly updated and contains valuable information for members. If you have Internet access, please visit the site. You will find it is the best way to get current and past information on X12 happenings.
The Finance Subcommittee sees the WWW as a great vehicle for storing and disseminating information. To access the Finance Subcommittee pages, select X12F on the DISA home page listing of subcommittees.
Although the information is updated on a regular basis, the following are the general categories of information that will be found ton the Finance page:
Organization Announcements Meetings Minutes Standards Development Documents Transaction Sets and Messages New Member Information ANSI ASC X12 New Member Handbook Finance Subcommittee Page 49
Appendix X12 Finance - Officer List
Chair David R. Barkley Phone: 703-918-5330 Freddie Mac FAX: 703-918-5278
Internet: [email protected]
Vice Chair Gary L. Clark Phone: 504-624-2759 Bank One FAX: 214-853-5470
Internet: [email protected]
Secretary – Database Jeff Zientek Phone: 312-461-3544 Harris Bank / Bank of Montreal FAX: 312-461-1529
Internet: [email protected]
Co Secretary/Logistics Toni Nuernberg Phone: 612-926-6547 American Collectors Association FAX: 612-926-1624
Internet: [email protected]
Co Secretary/Logistics Kathy Mitchell Phone: 336-732-3183 Wachovia FAX: 336-732-4037
Internet: [email protected]
Secretary – Recording Hollie Pryor Phone: 303-685-2409 US West FAX: 303-685-2495
Internet: [email protected]
PRB Representative Sharon Banks Phone: 703-607-0130 Department Of Defense FAX: 703-607-0128
Internet: [email protected]
PRB Alternate Mike Mrozek Phone: 972-424-2022 EDI Midrange, Inc. FAX: 972-424-3811
TAS Representative Walther Barnett Phone: 214-879-5387 First American Real Estate FAX: 214-879-4632
Internet: [email protected]
TAS Alternate Ted Adams Phone: 703-918-5173 Freddie Mac FAX: 703-918-5278
Internet: [email protected]
Mary Hurlbut Phone: 319-295-5014 ANSI ASC X12 New Member Handbook Finance Subcommittee Page 50
Rockwell Collins, Inc. FAX: 319-295-6240
Internet: [email protected] TAS Alt. Ex-officio John B. Hunter Phone: 203-254-5465 GE INFORMATION SERVICES FAX: 203-254-2238
Internet: [email protected]
EWG Rep. (D 14) Donald D. Rudie Phone: 908-665-6088 Dun and Bradstreet FAX: 908-665-6325
Internet: [email protected]
EWG Rep. (D 6) Priscilla C. Taylor Phone: 703-834-2368 NACHA FAX: 703-787-0996
Internet: [email protected]
WWW Representative Robert V. Mulvey Phone: 630-271-4862 Dana Corporation FAX: 630-271-4800
Internet: [email protected]
X12 Finance - Task and Work Group Leadership
TG 2 Co-Chairs Christine Dohm Phone: 336-735-2203 Wachovia FAX: 336-735-0914
Internet: [email protected]
Thomas J. Deleandro Phone: 312-828-3009 Bank of America FAX: 312-974-1370
Internet: [email protected]
Byron Warren Phone: 512-342-7306 U.S. Treasury - F.M.S. FAX: 512-342-7228
Internet: [email protected]
TG 2/WG 3 Co-Fac. Paul Gervais Phone: 800-575-9158 American Express FAX: 800-575-9158
Internet: [email protected]
Richard S. Ulmer Phone: 704-388-2094 NationsBank FAX: 704-388-9350
Internet: [email protected]
TG 2/WG 7 Co-Fac. Larry Marocco Phone: 248-619-4788 BANK ONE Corporation FAX: 248-619-4441
Internet: [email protected] ANSI ASC X12 New Member Handbook Finance Subcommittee Page 51
TG 2/WG 7 Co-Fac. John C. Shaffer Phone: 248-473-3432 Michigan National FAX: 248-473-3201
Internet: [email protected]
TG 2/WG 11 Facilitator Byron Warren Phone: 512-342-7306 U.S. Treasury - F.M.S. FAX: 512-342-7228
Internet: [email protected]
TG 2/WG 12 Facilitator Larry Marocco Phone: 248-619-4788 BANK ONE Corporation FAX: 248-619-4441
Internet: [email protected]
TG 3 Co-Chair James Boyle Phone: 212-638-2684 Chase Manhatten FAX: 212-344-5917
Internet: [email protected]
TG 6 Co-Chair W. Michael Yearick Phone: 704-388-5571 NationsBank FAX: 704-386-6032
Internet: [email protected]
Theodore M. Cole Phone: 916-925-2058 Waltrip and Associates FAX: 916-925-0781
Internet: [email protected]
TG 6/WG 4 Facilitator Mark E. Stuparich Phone: 718-242-8141 Chase Manhattan Bank FAX: 718-242-6168
Internet: [email protected]
TG 6/WG 7 Facilitator Thomas J. Deleandro Phone: 312-828-3009 Bank of America FAX: 312-974-1370
Internet: [email protected]
TG 9 Co-Chair Richard M. Lembach Phone: 414-347-6521 Mortgage Guaranty Insurance Corp. FAX: 414-347-4838
Internet: [email protected]
Steven Astudillo Phone: 202-752-3225 Fannie Mae FAX: 202-752-4206
Internet: [email protected]
TG 10 TAS Rep. Walther Barnett Phone: 214-879-5387 First American Real Estate FAX: 214-879-4632 ANSI ASC X12 New Member Handbook Finance Subcommittee Page 52
Internet: [email protected] TG 10 Co-Chair Ted Adams Phone: 703-918-5173 Freddie Mac FAX: 703-918-5278
Internet: [email protected]
TG 10 Co-Chair Mary Hurlbut Phone: 319-295-5014 Rockwell Collins, Inc. FAX: 319-295-6240
Internet: [email protected]
TG 10 Co-Chair Ex-officio John B. Hunter Phone: 203-254-5465 GE INFO SERVICES FAX: 203-254-2238
Internet: [email protected]
X12C Liason Len Schwartz Phone: 212-559-2809 Citi Bank FAX: 212-793-4228
Internet: [email protected]
X12G Liason Theodore M. Cole Phone: 916-925-2058 Waltrip and Associates FAX: 916-925-0781
Internet: [email protected]
X12N Liason Pat L. Bouchard Phone: 303-914-4368 E D S FAX: 303-914-4402
Internet: [email protected]
Disa Staff Liason Brenda Pritz Phone: 703-548-7005 FAX: 703-548-5738
Internet: [email protected]
X12M Liason to F Pam Flaten Phone: 612-375-7196 Dayton Hudson Corporation FAX: 612-375-4628
Internet: [email protected]
X12N Liason to F Robert LaJoie Phone: 860-986-1001 Fleet Bank FAX: 860-524-9951
Internet: [email protected]