Grand Lodge Membership & Marketing has introduced a NEW optional billing renewal program that lodges can use to make the membership renewal process more efficient and save a substantial amount of money. For more information, review the slideshow from our webinar:

OSG Billing Webinar

When you’re ready to opt-in, have your lodge secretary submit the simple registration form in CLMS:

Opt-In Registration Form

Billing Timeline and Explanation

Whether it is the first billing or a Member still showing as a “unpaid” months later, they are all considered “renewals”.

1. August 14th – Deadline for Lodges to sign up for August.
2. August 17th – Grand Lodge Accounting to invoice lodges for the postage.
3. August 26th – Deadline for Lodges postage payment back to Grand Lodge.
4. August 27th – Grand Lodge IT to send billing files to OSG.
5. August 28th – OSG invoices mailing goes out to members.

NEW Optional Billing Renewal Program FAQs

Q: Is the new billing test program mandatory?

A: No, this is an “optional & flexible” program created to save your Lodge significant money and time. It modernizes the lodge billing system and offers payment options for Members.

Q: Who receives the billing invoices?

A: Any Member that shows as “unpaid” will be billed. They are considered renewals.

Q: What is the cost per renewal?

A: The cost is only $.32 per renewal invoice. This includes postage, paper, envelope and return envelope, ink, and credit card fees. You will also receive Mailtrack reports. This will reduce the time-consuming labor of stuffing the envelopes, stamping the envelopes and bringing to the Post Office. This rate could increase in the future based on USPS rate increases.

Q: What is my expected savings?

A: Lodges typically spends from $.77 to $1.00 per renewal for postage, paper, (2) envelopes, ink and credit card fees. The Lodge will save 42% up to 68%.

Q: What is my expected savings on time and labor?

A: Lodge Secretaries spend hours preparing renewal invoices. Now simply click a button!

Q: Does my lodge pay the .32 postage fee to Grand Lodge upfront?

A: Yes. Payment for the postage must be paid prior to the mailing before August 26th. You also would have to pay the Post Office in advance for the stamps.

Q: Explain how my Lodge pays for the mailing.

A: Lodges pay Grand Lodge first via electronic invoice. We bill three (3) times, August, October and December, to reduce payments crossing in the mail.

Q: Can members pay by credit card or electronic options like eCheck?

A: Yes, the new optional billing system accepts credit cards/electronic checks. The payment fee for the credit card use will be incurred by the Member. Your Lodge does not pay for any fees.

Q: How does my Lodge receive the payment and information from Members that pay by credit card or eCheck?

A: When you complete the information form from OSG (our billing company) there will be a place to provide a copy of a “VOIDED BANK CHECK”. That must be completed for OSG to deposit credit card payments into your bank account.

Q: We though Statutes didn’t allow for members to be billed for credit card fees?

A: Several years ago Judiciary changed that. They wrote an opinion to accommodate third party processing fees. GL Statute 14.300 Opinion 05 allows for 3rd party fees. The new billing program was approved in February by the Grand Lodge Advisory Board, Grand Trustees and Grand Secretary. It doesn’t require statutory changes or By-Law changes.

Q: How is “undeliverable” mail handled?

A: We mail at nonprofit rates, so any undeliverable pieces will be destroyed by the USPS. We will provide a Mailtrak report to your Lodge. This report tracks the deliverability of the piece.

Q: Will the Members have a place to comment on written statements to the Lodges?

A: yes, the invoice has a section for comments and contact information updates and that all comes back to the Lodge from the Member.

Q: This is optional now, but my guess is it will be required before long?

A: No resolutions are planned to force this program. Our goal is to help us improve through positive changes. We focus on continuous improvements to make the Elks better.

Q: The Statutes say all funds are to be recorded by the Secretary and given to the Treasurer for deposit. Is that to be changed to allow a private company access to bank accounts by-passing the treasurer and the secretary?

A: No, we will be providing the Secretaries with a daily payment file (daily if a payment was made) that show which members paid and the amount they paid. So you as the Secretary would get a CSV file each day payment was made by a member of that lodge indicating their name, member number, and the amount paid. We provide detail break out if they paid their dues as well as any additional requests (optional items).

Q: Does it take me time to process members, sure, but last time I checked, that is my job and why I receive a stipend.

A: The way we currently bill is expensive, labor intensive and minimally effective. Its neither Member friendly nor modern in any way. At the same time, most Lodge Secretary’s understand better than anyone the priority is the financial urgency our Lodges are now facing.

Q: Explain again how the Lodge receives member payments?

A: Members who pay by check come directly back to the Lodge as always in a coded and trackable return envelope. Members who pay at the Lodge will continue to do so. Nothing changes. Members who pay online with a credit card are deposited in your Lodge bank account and you receive a report in your email. None of the payments are being sent to Grand Lodge. The Lodge Secretary posts payments on CLMS, sends out the membership cards. This is a billing system and not a Lodge Secretary replacement.

Q: Does the invoice have optional Committee donation boxes?

A: Yes, there are five donation boxes.

Q: Does the invoice allow for optional amenities like golf course, pool or gym?

A: Yes, they are added on the invoice.

Q: How do we sign up for the new billing renewal program test?

A: If you have questions, email RickG@elks.org. If you already know you’d like to participate, have your secretary submit the opt-in form on the CLMS website by August 14th:

Opt-In Registration Form

You’ll receive an email invoice from the Grand Lodge Accounting Office. Pay the invoice electronically within 48 hours. No paper mailed checks accepted. The billing file will be sent to OSG for mailing. The specific date of the mailing will be posted.