From: Lazzuri, Michael J. [Michael.Lazzuri@djj.virginia.gov]
Sent: Thursday, June 08, 2006 12:22 PM

Worthy District Deputies:  I got the following response from Kevin Choate this morning following our telephone conversations concerning the processing of new memberships when there is a new member policy included in the application.  

Here is the procedure from Kevin Choate:

Per our phone conversation, I spoke with Trish in the New Business Department at the Home Office.  She let me know the process for getting credit for A-I using the New Member plan.  The financial secretary must send the following paperwork:

  1.. If the applicant for the new member plan already has a member number, it is only necessary to send the application for insurance (back of form 100).  This must be completed in its entirety and for the application to be approved and he must truthfully answer he has not experienced any of the medical problems listed.  If the applicant does not have a member number, then the front side of the application must be completed and signed by all parties (G.K, F.S., and member).  While it is not preferred, copies of these will be accepted for re-submittal. 
  2.. There MUST be a check for $25 or $50 made payable to the Knights of Columbus.  Council Checks, Field Agent Checks, or any other third party check will not be accepted.  The check or money order must be from the applicant. 
 

Without the two above items, the Home Office will do nothing and send the incorrect or incomplete forms back without any processing.

  3.. For the policy to be issued and A-I credit to be given, there must also be an accompanying IRS W-9 form.  If the F.S. or the council does not have any of these they can be downloaded from the following IRS website:  http://www.irs.gov/pub/irs-pdf/fw9.pdf .  If you send items one and two above without a W-9, the application will be recorded and the check will be cashed, but NO A-I credit will be issued until the W-9 is received and processed.  If the W-9 is received after the end of the fraternal year, then the A-I credit will be given for the next fraternal year, not this one. 
 

It would be my recommendation to send all three of the above listed documents for any members who may have a discrepancy.  This way, the home office will have all of the documents they need to process the appropriate A-I credit for this fraternal year.  If you have any further questions or need further assistance, please do not hesitate to contact me or one of my Field Agents,

Fraternally, 
Kevin D. Choate, FIC
General Agent
Knights of Columbus