ASC-CA Dues Billing
The ASCCA Headquarters bills each chapter quarterly for membership dues. Each chapter is billed according to its total number of current members. The state dues amounts are broken down as follows:
- Regular Member $80.00 per quarter/member
- Associate Member $80.00 per quarter/member
- Educator Member $25.00 per year/member
- Retired Member $25.00 per year/member
- Technician Member $75.00 per year/member
- Honorary or Lifetime Member $0.00
Chapter Dues billing statements are prepared by the ASCCA Headquarters office according to the chapter’s current membership numbers in the Headquarters database. Each billing statement includes a dues invoice, a quarterly billing statement, a new/dropped member dues worksheet and a full list of the chapter’s members including address information, status of membership and expiration date.
The Chapter Treasurer completes the new/dropped member worksheet by indicating the member name and the amount of dues either collected by or owed (credited) to the chapter. The chapter is allowed $80.00 credit per dropped member for member drops within 30 days of the end of the current quarter billing cycle only (credit will not be given for previous quarters per ASCCA policy #2-14) . This information is then transferred to the quarterly billing statement to reflect any changes in the dues invoice.
The Treasurer is responsible for making all necessary corrections/changes to the membership list.
After the quarterly billing statement, new/dropped member worksheet and membership list updates (if necessary) are completed, the Treasurer sends the completed forms with the invoice back to the ASCCA Headquarters office with a check for the amount of the invoice (or corrected amount) by the due date.
Policy Regarding Dues Collection- (taken from ASCCA Policy #2-14)
All ASCCA members, regardless of category, who are members of an ASCCA Chapter shall be billed annually, semi-annually, or quarterly, depending upon the directive of the Chapter Board of Directors. The ASCCA Chapter shall be solely responsible for invoicing these members and shall work with ASCCA Headquarters in collecting the dues.
- The Chapter shall forward the state portion of the dues to the state, along with a report of paid and unpaid members, to the state on an annual, semi-annual, or quarterly basis, depending on which method is being utilized, and retain the chapter portion of the dues.
- By November 1 of each year, the chapter will notify ASCCA Headquarters of their intent to pay their dues either quarterly, semi-annually, or annually for the following year.
- Chapters will be reimbursed for any dropped members 30 days after the
end of that billing cycle.
- Quarterly Payment of Dues - Chapters who pay their dues using the quarterly method shall have quarterly due dates of January 1, April 1, July 1, and October 1. Chapter Affiliates who have not remitted their dues by February 15, May 15, August 15, and November 15, respectively, of each billing cycle shall have all of their rights and privileges of a Chapter terminated until remittance is made.
- Semi-Annual Payment of Dues - Chapters who pay their dues using the semi-annual method shall have a semi-annual due date of January 1, and July 1. Chapters who have not remitted their dues by February 15 and August 15 respectively, of each billing cycle shall have all of their rights and privileges of a Chapter terminated until remittance is made.
- Annual Payment of Dues - Chapters who pay their dues using the annual method shall have an annual due date of January 1. Chapters who have not remitted their annual dues by February 15 of each calendar year shall have all of their rights and privileges as a Chapter terminated until remittance is made.
Policy Status: Approved
Last Policy Status Date: May 2004
Billing Statement Date
Billing statements are prepared by ASCCA Headquarters on the first week of the month prior to the new quarter to allow chapters enough time to bill their membership and remit payment.
It is imperative that all payments are received on or before the end of the quarter due date to enable ASCCA Headquarters to meet its financial obligations and know its financial situation.
Rules for New Members
Upon receiving an application for membership, the Treasurer must send a copy of the ASCCA membership application, along with the appropriate dues and an entry fee of $35 for the new member. New members wishing to partake in the ASCCA benefit programs must wait until their chapter approves their membership application to do so. For this reason, it is very important to submit your new members to ASC Headquarters upon approval, rather than all at once at the end of the quarter.
Tax Information
The ASCCA State Board can not advise the individual chapters regarding tax related matters as each chapter’s finances vary. Chapters have local autonomy and should consult their own CPA who can assess the chapter’s individual requirements. Items to consider with your chapter’s CPA may include:
- Is there a need to incorporate?
- Is there a need to file for tax exemption?
- Is there a need to file for an Employer Identification number?
There is no requirement in our state bylaws or policy manual for the chapters to incorporate, file for tax exemption, or obtain an Employer Identification number. Such decisions are left to the chapters and may be influenced by the size of the chapter treasury.
