Information for Adults in Scouting

This page provides useful information and guidance for adults in Scouting who do not hold a Group Leader or Treasurer appointment.

It aims to provide guidance on the direct billing experience for adults in Scouting. Information on this page is updated on a continual basis.

If you are a Group Leader or Treasurer, please refer to the information here.

General

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 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.

Direct billing will come into effect on 1 April 2021. From this date, all existing youth members and adult members of Scouts NSW will be sent an invoice to pay their Scouts NSW 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.

The invoice date for the State Membership Fee is 1 April every year for all members.

All existing youth 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.

From 1 April, you will receive an email with a copy of your invoice for your annual State Membership Fee. This email will contain a link to an online payment gateway, where you will be able to process your payment for the fee.

The payment gateway will include a number of payment methods including via credit card, debit card and Active Kids rebate voucher(s).

Members can pay their State Membership Fee in full upfront, or can opt in to a payment plan.

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

The Process

Step 1: Member will receive their State Membership Fee invoice via email

Step 2: In the email, the member will be able to access a link to the secure online payment gateway.

Step 3: In the online payment gateway, the member will select their payment option. These include a full upfront payment, a quarterly payment plan and Active Kids vouchers (twice yearly)

Step 4: The member will be prompted to enter their payment details. The accepted payment methods include credit card, debit card and Active Kids rebate voucher.

Step 5: The payment will be processed. A confirmation message will appear on the screen, and a payment receipt will be emailed to the member for their records.

Step 6: The member’s Scouts NSW membership record is updated to reflect their status and ‘financial to’ date.

Members can pay their State Membership Fee via credit card, debit card and Active Kids rebate vouchers.

The State Membership Fee invoice will be issued to members directly via email.

For youth members, the invoice will be sent to their parent’s email address as listed on ScoutLink (Parent 1).

For adult members, the invoice will be sent to their Scouts NSW email address (if activated). If the member has not activated their Scouts NSW email address, the invoice will be sent to their personal address as listed on ScoutLink.

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.

Yes, the member will receive an automated email reminder prior to their next payment instalment date.

No – each member will receive one invoice for the State Membership Fee per year.

If a member opts in to a payment plan, the member will receive an automated email notification 30 days before the next payment instalment date to remind them that the next payment will be deducted from their nominated credit or debit card.

The payment plan is a quarterly payment of set instalments. For an existing member who opts into the payment plan, the instalment dates will be as follows:

  1. 1 April
  2. 1 July – the payment will be processed in the first week of the month
  3. 1 October – the payment will be processed in the first week of the month
  4. 1 January – the payment will be processed in the first week of the month

Members will receive automated email notifications 30 days before the next instalment date (except the initial 1 April date) to remind them that the next payment will be deducted from their nominated card.

The Payment Portal

All payments for the State Membership Fee will be processed through an online secured payment gateway.

No. Members will not be charged additional fees for using the payment gateway.

User Scenarios

If the cost of your State Membership Fee is currently met by your Group or Rover Unit, please consult with your Group/Unit Leader or Treasurer to understand the process it has put in place as each Scout Group/Rover Unit manages their finances locally on an individual basis.

If you have joined a Scout Group part-way through the year, you will receive an invoice from Scouts NSW on the first day of the month directly after you join the Group.

This invoice will include the one-off joining fee, and a pro-rated charge of the State Membership Fee, backdated to the start of the month you joined through to the end of that financial year.

Depending on your Group, this fee may be covered by your Group. Please consult with your Group Leader or Treasurer to understand the process it has put in place as each Scout Group manages their finances locally on an individual basis.

While in previous years it has been invoiced quarterly, the State Membership Fee has always been an annual fee payable by all members of Scouts NSW.

If a member decides to resign part-way through the Scouting year and has paid their State Membership Fee upfront, the member will forfeit the balance of their fee.

If the member has opted in to a payment instalment plan for their State Membership Fee, the remaining payable balance of their fee will be automatically deducted from their nominated credit card/debit card upon their resignation from Scouts NSW.

If a Rover Scout also holds a Leader appointment, their Leader appointment takes precedence and they will be charged for this appointment.

If you are an adult in Scouting and have a dual appointment, your State Membership Fee will be invoiced to you as per your primary appointment in ScoutLink.

No. Direct billing of the State Membership Fee applies to:

  • Board of Directors
  • Uniformed Leaders
  • Youth Members
  • Fellowship Members
  • Uniformed adult members who hold a State or Region-level appointment as their primary appointment will be invoiced 50% of the State Membership Fee in 2021, consistent with Action #5 of the Sustainable Scouting initiatives.

Individuals who hold the following roles will not receive an invoice for the State Membership Fee:

  • Honorary Commissioners
  • Adult Helpers
  • Parent Helpers
  • Supporters
  • Parent Support Committee members
  • In 2021, uniformed members who hold a District appointment as their primary appointment will not receive an invoice for the State Membership Fee

If the member returns within the ‘financial to’ date listed on their ScoutLink record, they will not be invoiced the State Membership Fee until the ‘financial to’ date has lapsed.

If the member returns after their ‘financial to’ date has lapsed, they will be invoiced a prorated State Membership Fee from the month they return to Scouting through to the end of that financial year (31 March).

Scouts NSW members who hold a NSW Pensioner Concession Card in their name may be eligible for a discount on their State Membership Fee if they hold a current uniformed adult membership appointment and submit a copy of their NSW Concession Card to the Scouts NSW Member Services Team.

The proof of concession card should be submitted to memberservices@nsw.scouts.com.au prior to the State Membership Fee invoice run on 1 April each year. New members should submit their proof of Pensioner Concession card at the time of application.

Downloadable 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.