As the semester wraps up or the new semester begins, you want to make sure your roster is up to date. Below is a list of best practices we recommend to keep your chapter successful and to ensure the chapter is not charged the greekbill flat fees for graduated, resigned, or expelled members.
1.) Update all member statuses.
Login into mySigEp.org and make sure all member statuses have been updated to the correct status for the new semester. For example, a graduated member should be marked as an “Alum/Non-member”. If you need help, please see Changing Member Statuses. Changes made in mySigEp.org normally are reflected in greekbill within an hour. If it takes longer than an hour, contact your greekbill representative. The Alum/Non-member account will still be visible in greekbill.
2.) Make sure the member's balance is correct, paid, adjusted, or if need be, escalated to collections.
- Correct any mistaken charges - Review the charges and make sure they are accurate. (Discrepancies someone charged in error, etc.) If you find anything that is off, see the remove charge module.
- Get them to pay - Contact them one-on-one and ask them to pay or, at worst, to sign a payment plan.
- Make sure all payments are posted - If a member paid outside of greekbill, (check, cash, etc.) the account balance will be wrong. Make sure you post any chapter-collected payments.
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Clear the balance - If the chapter is never going to collect for some reason, you will want to clear the balance to avoid paying the GB flat fee on charges they don’t owe. Here is how you clear a member's account balance.
- Bad debt – You can clear an account where the debt is wiped out without affecting your reporting. This is for the accounts you will never collect for various reasons (no signed contracts — which is VERY rare since SigEp has a mandatory financial agreement signed on the first login to greekbill, lacking any current contact info, the member moved to a different country, the debt is so old you don’t even know who they are, etc.) The balance is written off and categorized into a chart of accounts that removes it from the reporting. Here is how you do a Bad Debt Write Off.
- Collections - If an account clearly owes Its outstanding balance, then send the debt to collections. You can escalate the account on greekbill by submitting a request on the Send members to collections tile on the member's dashboard.
Note: Alum/non-member accounts that still have a balance will incur the greekbill flat fee twice a year until the balance is paid or one of the above actions is taken. If you don’t wish to do a bad debt write-off or send the debt to collections, the account will still receive a monthly invoice notifying them of the balance. This might be a good fit, for an alum/non-member who signed and is currently on a payment plan, for example. Because the account is still active in greekbill, it incurs the greekbill flat fee.
Note: You always have access to view any account ever created on greekbill. We never delete an account, only archive it, and set it as 'Off System'. When reviewing Member Type/Sub Type/Billing Type from the path above, make all columns filtered to be 'All' including 'Member Status’. You can search for any account ever created on the system. Once you find the account, you can view the account history.
Here is an outline of the roster sync process for Graduating Members:
- Status is updated to Alumni on the mySigEp portal
- Status is updated on greekbill (should be within the hour, may take up to 24 hours)
- The account is now marked as “Alum/Non-member” in greekbill, but also still 'On System'
Note: If the account is Alum status with a $0.00 balance, the account will not show up on the greekbill flat fee report and they will not get any future invoices/ notifications from greekbill unless the admin adds charges to their account. If the account is still “On System, " they will still populate on the various reports EX: Accounts receivable (AR).
If you have any questions about the process, you can always reach out to your greekbill representative.