Late Payment Procedure

Purpose

This document outlines the official procedure for addressing late payments of judo club fees. It aims to ensure timely collection of funds, maintain financial stability, and encourage responsible membership behavior.

Scope

This procedure applies to all late payments received from:

• Judo club members
• Parents/guardians of registered participants

Roles & Responsibilities

• Club Treasurer: Responsible for overseeing the implementation of this procedure, issuing payment reminders, and collecting late fees.
• Head Instructor/Administrator: Responsible for communicating payment terms and deadlines to members/parents, monitoring attendance, and escalating chronic late payments to the Treasurer.
• Membership Coordinator: Responsible for fielding inquiries regarding late fees and directing members/parents to the Treasurer.

Procedure statement

1. Identification and notification: The Treasurer identifies member accounts with outstanding fees after the designated due date (e.g., monthly or per session). A friendly reminder email or text message is sent within 5 business days, detailing the outstanding amount and requesting immediate payment.
   Late payment reminder (PDF)
   Email:

   Subject: Gentle reminder: Outstanding Judo Club Fees for [Month]
   
   Hi [Member Name],
   
   This is a friendly reminder about your outstanding judo club fees for [Month]. As per our fee schedule, your monthly/session fee of [amount] is due by [due date].
   
   We haven't yet received your payment for this month. If you've already submitted your payment, please disregard this email. Otherwise, please settle your dues at your earliest convenience to avoid any late fees.
   
   You can easily pay your fees through [payment methods available].
   
   If you're experiencing any difficulties with your payment or have any questions about your fees, please don't hesitate to contact me Nicolas at nicolas.bages@melliehajudoclub.org.
   
   We appreciate your prompt attention to this matter and look forward to seeing you on the mat!
   
   Best regards,
   

2. Second notice: If no payment is received within 7 business days after the reminder, a second, firmer notice is issued, highlighting the late fee consequences (e.g., fixed fee or percentage per day/week) and potential service restrictions (e.g., limited participation until resolved).
   Email:

   Subject: Important reminder: Outstanding Judo Club fees for [Month]
   
   Dear [Member Name],
   
   This is a follow-up regarding your outstanding judo club fees for [Month]. As of today, your unpaid balance remains at [amount].
   
   We understand that unforeseen circumstances may sometimes cause delays. However, timely payment of fees is crucial for the club's operation and ensures continued training opportunities for all members.
   
   To avoid incurring late fees (effective [date]), please settle your outstanding balance by [new due date]. You can easily pay through [payment methods available].
   
   If you've already submitted your payment, please disregard this email. Otherwise, please contact me immediately at [email address] or [phone number] to discuss a payment plan or address any concerns you may have.
   
   If no response or payment is received by [new due date], we may be forced to take further action, such as restricting your participation in training sessions until the fees are settled.
   
   Thank you for your understanding and cooperation. We look forward to resolving this matter promptly and seeing you back on the mat soon.
   
   Sincerely,
   

3. Personal contact: If payment remains outstanding after 14 business days from the second notice, the Head Instructor/Administrator attempts to contact the member/parent directly via phone or email to understand the reason for the delay and explore potential solutions (e.g., installment plans, temporary financial assistance options).
4. Board notification: If no resolution is reached after personal contact, and the outstanding amount exceeds a predefined threshold, the issue is escalated to the Club Board for further action, which may include:
   • Suspension of participation: Temporary restriction from training sessions until fees are settled.
5. External debt collection: As a last resort, and for significant outstanding amounts, the Board may authorize pursuing external debt collection agencies to recover the owed fees.

Exceptions

Exceptions to this procedure require prior approval from the Club Treasurer and must be documented with a valid reason.

Reasons for exceptions may include:

• Pre-approved payment plans
• Documented financial hardship with supporting evidence
• Medical emergencies impacting the member's/parent's ability to pay

References

• Membership Policy

Subject: Judo Fees Reminder: January Sessions

Hi [Member Name],

Friendly reminder about your judo session fees of 70 EUR. We appreciate your prompt payment to help our club.

Submit at next session or via [payment method] with reference "Judo [month] [Your Name]".

Questions? Contact Coach Nico or me.

Thanks,