Information for Group Leaders and Group Treasurers

This page provides useful information and guidance for Group Leaders and Treasurers.

Information on this page is updated on a continual basis to include relevant information for Group Leaders and Treasurers.

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.

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

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.

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 $40 charge.

Prior to the next instalment date, the parent will receive a reminder email to access the payment gateway to enter their Active Kids voucher 2 details to cover the remaining $100 balance.

If you have any other questions about Active Kids, please email memberservices@nsw.scouts.com.au.

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.

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.

No. Any member whose payable amount is less than $100 will be prompted to pay the entire amount upfront via credit card or debit 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

Any member who joins Scouts NSW between 1 January 2021 and 31 March 2021 will have their joining fee and backdated State Membership Fee for Quarter 4 of the 2020/21 Scout Financial Year included in the 1 April 2021 invoice they receive from Scouts NSW. These fees will be charged at the 2020/21 Scout Financial Year rate.

These items will be listed on the invoice in addition to the full State Membership Fee for the 2021/22 Scout Financial Year.

If a member joins your Scout Group part-way through the Scouts Financial Year, Scouts NSW will send them an invoice on the first day of the month directly after they are endorsed as a ‘full member’ of Scouts NSW.

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 they were endorsed through to the end of that financial year.

The adult member will be charged their State Membership Fee once they are cleared and are a Trainee Leader. Scouts NSW will send the adult member an invoice on the first day of the month directly after this occurs.

If a parent selects Active Kids as their payment option and would like to use both vouchers with Scouts, the total payable amount over and above $200 will be charged to their card upfront.

In the scenario where a new member has joined in February 2021 (for example) and selects Active Kids as their payment option, the parent will be prompted to redeem Active Kids voucher 1 to deduct $100 from the total payable balance of $326:

  • $36 – 2021/22 joining fee
  • $50 – backdated Q4 2020/21 fee
  • $240 – 2021/22 State Membership Fee.

After Active Kids voucher 1 has been successfully redeemed, the remaining payable amount will equal $226.

The payment gateway will then ask the parent to select one of two options:

Option 1. Pay the remaining $226 balance upfront using their credit card or debit card
Option 2. Opt into a payment plan to use their child’s Active Kids voucher 2 and cover the difference using their credit card/debit card.

If the parent selects Option 2, the system will then prompt the parent to enter their card details to pay $126, leaving the $100 balance to be covered by Active Kids voucher 2.

When accessing the online payment gateway, the parent will see their $140 payable amount ($240 State Membership Fee minus the $100 AKR credit).

The parent will be presented with two options:

1. Pay the remaining $140 payable amount upfront using a credit card or debit card, and
2. Opt into a payment plan, which would allow them to use their child’s second Active Kids voucher.

In this scenario, the parent should select option 2. The parent will then be prompted to enter their credit card/debit card details to authorise a $40 charge to cover the difference between the State Membership Fee and the two Active Kids rebate vouchers. A confirmation message will appear on the parent’s screen informing them of the successful transaction, and the $100 remaining balance.

After 1 July, the parent will be able to claim their child’s Active Kids voucher 2 with Service NSW and access the payment gateway to redeem it with Scouts, therefore covering the remaining $100 amount.

Parents who have not done this 30 days before the 1 October payment instalment date will receive a reminder email to access the payment gateway to enter their child’s Active Kids voucher 2 details.

Note – any member whose Active Kids voucher 2 has not been entered into the payment gateway by 1 October will have the remaining $100 amount charged from their nominated credit card/debit card.

Any existing Active Kids rebate credits on the member’s file will be reflected in the member’s 1 April invoice.

If you have any questions about Active Kids, please email memberservices@nsw.scouts.com.au.

For Venturers who are already 18 or will be turning 18 during the billing period, they will be billed until 31 December.

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.

Rover Scouts who turn 26 during the financial year will be billed the State Membership Fee on a pro-rata from April through to the month they turn 26 (inclusive). The Rover Scout will then be resigned from ScoutLink as a member.

If a Rover Scout returns as a Leader, the direct billing process starts again. The member will be invoiced the State Membership Fee prorated from the month they are ‘endorsed’ as a Leader until the end of that financial year (31 March).

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

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).

The member will still receive their invoice for their State Membership Fee, however will need to pass this on to the relevant support fund contact to have the payment made on their behalf.

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.

Other

Yes, Group Leaders/FAOs will be able to check their members’ financial status. This will be listed in each member’s ScoutLink record under the ‘Invoices’ tab.

Group Leaders will also receive an email notification in the event that a member in their Scout Group has not paid their State Membership Fee within the payment period (30 days + final 7 day notice) and has been resigned.

The email addresses parents/guardians enter into Operoo (formerly known as CareMonkey) are synced to their child’s ScoutLink records daily.

We encourage families to keep their child’s Operoo profile up to date with the correct contact details (including email address) to ensure this is reflected in their ScoutLink record.

Each member will be directly billed the full amount of the State Membership Fee and will be responsible for paying this amount.

However, where a Scout Group currently offers discounts to its members, the Group can continue to manage this locally at their discretion.

Scout Groups who welcome new members between 1 January and 31 March are requested to charge their local Group Fee only and notify families that the joining fee/backdated fee and State Membership Fee will be invoiced to them on 1 April.

Where new members have already paid their one-off joining fee and backdated State Membership Fee to their Scout Group, Groups are requested to refund the payment to parents.

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.