Direct Billing

Direct Billing is the payment process for the annual State Membership Fee for Scouts. This replaces previous local payment processes where members paid their Group directly for this fee.

In 2021, this system is being phased in:

Phase Action When
I Quarter 3 & 4 invoice (October – March 2022) To be sent out 11 October 2021
II 2022 Annual Invoice To be sent out 1 April 2022

Members can pay either by clicking on the link in their invoice email or the button below.

The Process (Step-by-step)

General Information about Direct Billing

Direct billing refers to the invoicing of the State Membership Fee directly to members of Scouts NSW. This is a process change from members paying their State Membership Fee to Scout Groups, then Groups paying this to State.

Direct billing aims to give members a simple, consistent and streamlined way of paying their Scouts NSW State Membership Fee.

In the past, members would pay their State Membership Fee (in addition to any local Group-level fees) to their Scout Group in either annual or quarterly instalments at the discretion of the Group. Scout Groups would then pay the State Membership Fee portion to Scouts NSW. This indirect process increased the administrative workloads of Group Leaders and Group Treasurers, as well as Regions administering debt collection. The introduction of the Active Kids rebate also added to Group Treasurers’ workloads.

With direct billing, members themselves are able to manage their payment of their State Membership Fee in a simple, direct transaction to Scouts NSW. They are also able to redeem their Active Kids rebate vouchers with Scouts and have this credit automatically applied to their payment for the State Membership Fee in one simple process.

For Scout Groups, this means less time administering the State Membership Fee and more time to focus on local Scouting operations.

The Scouts NSW State Membership Fee, as well as the one-off joining fee for new members.

All local-level Group fees will remain at the discretion of the Scout Group.

This change was due to commence on 1 April 2021 in line with annual membership renewal/start date. Due to supplier issues, this was deferred to Quarter 2, therefore direct billing will commence with a phased approach on 15 July 2021. From this date, all current members of Scouts NSW (youth and adult) will be directly billed the Quarter 2 portion of the State Membership Fee. From October, all current members of Scouts NSW (youth and adult) will be billed for the remainder of the 2021 State Membership Fee.

The State Membership Fee is an annual fee set by Scouts NSW which covers the costs of essential services and behind-the-scenes operations at a Region and State level to ensure members can enjoy Scouting now and into the future. This includes members’ public liability and personal accident insurance. The Fee is payable by members of Scouts NSW each year. In 2021, the cost of the State Membership Fee is $240. Learn more about the State Membership Fee, including what it covers, here.

All existing youth (parents) and adult members of Scouts NSW will be directly billed their State Membership Fee.

Your invoice will be emailed directly to the primary email address you have listed on your membership record on ScoutLink. For adults in Scouting, this will be your Scouts NSW email address if you have activated it.

You can update your email address via Operoo.

You will receive an email with a copy of your invoice. This email contains a link to an online payment gateway, where you will be able to process your payment for the fee.

The link will take you to a payment gateway, payment to be made by credit card.

From 11th October 2021, members who are eligible for the NSW Government’s Active Kids rebate vouchers will be able to redeem their vouchers with Scouts NSW directly via the payment gateway, and have these directly applied to their State Membership Fee.

An example: if the Q3/4 outstanding amounts were $120, when prompted to select a payment option, the member’s parent will be able to select ‘Active Kids voucher’ and enter their Active Kids voucher details (voucher number and child’s date of birth). The system will then verify the voucher with Service NSW and the $100 balance will be applied as a payment to their State Membership Fee. The member’s parent will then be prompted to enter their credit card/debit card details to authorise a $20 charge.

Please note that only balances of more than $100 can be paid for with an Active Kids Voucher. This is a State Government restriction – AKV’s can only be redeemed for the full $100 value.

Members have 30 days from the invoice issue date to pay the invoice or to enter into a payment plan.

At Day 30, a reminder notice will be sent to any member whose payment is overdue (i.e. payment not made, or payment plan not entered).

A member will then have a final seven (7) days to pay the invoice or enter into a payment plan.

If payment still has not been made at the end of the final seven (7) days notice, the member will be resigned in the membership database.

At this stage, an email will be sent to the member notifying them of the resignation. An email will also be sent to the Group Leader/Leader in Charge that the member is resigned and can no longer attend Scouting activities.

Please use the question form on the right hand side of this web page to submit questions you have about direct billing.

The phased approach allows us to conduct a real-time ‘stress test’ of the direct billing system and provides an opportunity to adopt learnings to enhance our members’ experience ahead of the full system launch. This also alleviates the workload from Groups collecting the Quarter 2, 3 and 4 portions of the State Membership Fee.

Yes. All members (youth and adult) who currently pay the Scouts NSW State Membership Fee will be directly billed for the Quarter 2 portion of the State Membership Fee.

All members will be directly billed the Quarter 2 invoice in July. Leaders can be reimbursed by their Scout Group. Leaders will be able to forward the link embedded in their emails to their Group Leader to make the payment on their behalf.

Yes. All Region Commissioners, State Commissioners and Board Directors will be directly invoiced for 50% of the Quarter 2 portion of the State Membership Fee.

Preparations of the direct billing system are progressing as scheduled. We are optimistic we can meet the go live date.

User Specific Information

Please use the buttons below to navigate to specific information, Frequently Asked Questions and other resources specific to your role in Scouts.

Downloadable Resources

Direct Billing Webinar Resources

Submit Your Question

Have a question about direct billing? Fill in the form below, or email memberservices@nsw.scouts.com.au.

  • Please type in questions you have about direct billing, which have not already been addressed via the website.