The chapter dues collection checklist

Step 1

Confirm authority and policy

Before issuing charges, confirm the approved amount, due date, member audience, exception process and officer authorized to make adjustments. The software records the chapter's decision; it does not create authority to charge members.

• Retain the approved budget or chapter decision
• Define who can create or change charges
• Publish the exception and dispute process

Step 2

Create a clean dues cycle

Use one cycle for the term or billing period and give every member charge a plain-language description. Review roster status first so alumni, withdrawn or inactive members are handled intentionally.

• Confirm the active roster
• Set the cycle total and due date
• Preview every charge before publishing

Step 3

Keep collection records current

Record offline payments only after funds are actually received. When online collection is configured, funds should settle through the chapter's own connected payment account.

Never mark a payment successful simply because a checkout started. Provider confirmation is the source of truth for online payment completion.

• Reconcile payment status against the payment source
• Record adjustments with a note
• Keep refunds linked to the original payment

Step 4

Separate dues from software billing

Member dues belong to the chapter. The chapter's Greek Central subscription is a separate expense paid to Greek Central. Keep customer identifiers, balances, language and reconciliation separate so nobody mistakes one flow for the other.

• Use separate reports and accounts
• Never label the software subscription as member dues
• Review access independently from a member balance