68th Hatfield Scout Group

 
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Subs payment via Online Scout Manager (OSM)

From 1st January 2019 we are changing the way we collect our Subs ( Subscriptions).

There is no change to the amount or frequency - It will continue to be £10.00 per month.The set-up and administration will be done by OSM (a widely used online tool for all Scout leaders).

The OSM payment system is fully protected by the Direct Debit guarentee mechanisms

New to Beavers, Cubs or Scouts?
Subs (Subscriptions) is the term Scouts use for the weekly fee which we require to finance the running of the Scout Group. Subs are currently set £120 per year, payable in £10.00 monthly instalments on the 1st of each calendar month.

Changing sections? (Beavers to Cubs, or Cubs to Scouts)
The Direct Debit in OSM is established for each section. When children transfer to the next section it will require a new Direct Debit agreement to be set-up. The old DD will automatically be cancelled by us as part of the section transfer process. Please see info below about checking your email/spam/junk for the ‘new section’ email.

All members
As a Scout Group we are now ‘cash-less’. We would appreciate your help in adopting this strategy, as this :

  • reduces the admin burden on our leader team
• makes information more available to use
• ensures good financial controls
• provides excellent audit trails for parents and leaders

 

More than 1 child in the Scout Group?
Each child will require an individual DD to be set-up, this provides maximum flexibility when children move between sections.

Direct Debits for camps and events
A new DD will be requested for each camp that your child wants to attend. These will be separate to the Subs DD's, as the payment schedule for subs is pre-set at £10 per month, whereas camps will be specific to each camp. Typically we will request an an initial deposit of £15, followed by a balance payment just prior to the camp, as with subs we will generate a separate DD for each. The dates for these payemnts will be determined by the camp leader; as with Subs, you will get an email to notify you in advance of each of these payments.

 

The communication and set-up for our subs and camps payments is processed using our Online Scout Manager (OSM) system. OSM is our online database in which we store personal details, badge records, attendance registers etc. Within OSM is the payment system is referred to as ‘Go Cardless’

  • You will get an email from us (via OSM) to request set-up of your bank details.
• This will result in you initiating a payment in to our Scout Group bank account( via GoCardless)
• This Direct Debit is subject to all the usual banking rules

It is imperative that we have your up to date email address

Soon after starting with the group (or having recently changed section) , or having signed-up to a camp, we will email you with a link to the OSM payment system:

  • Please check your junk/spam mail folders;
• If you cannot find our email - please email us (details below) and we will reset and re-email your link

Details about how to set-up the link - see guidance note below

Please help us by setting this up as quickly as possible, as this makes life a lot easier for our leaders and treasurer, enabling us to spend less time on admin and more on delivering quality Scouting.

Once you have completed the set-up process you will be able to see the schedule of subs/camp payment dates. You will also receive an email in advance of each payment collection date.

You need do nothing for now, just wait for and then promptly respond to the OSM email(s).

If you have any questions or concerns – just talk to any leader – or contact me (details below)

More information

What is OSM? - Have a look-see via these links:

www.onlinescoutmanager.co.uk
www.onlinescoutmanager.co.uk/features/payments.html

Email is the key – we must have your preferred email address, one that you use regularly

Changes to your email address (or any other contact details - mobile numbers etc) - Please let us know asap. Apart from OSM payments, we need to have up to date contact info - just in case...

I don’t have an email address – Let Jeebi or Akela know

Just wait – and respond to emails when they arrive (check your junk/spam mail just in case, 'whitelist' us!)

Guidance notesfollow this link for step-by-step guidance and screen shots

Questions – ask Jeebi or Akela. Or email Colin refer to our contact us page

Camps and other activities - in the near future it is our intention to use the OSM facility for ALL camp/activity payments

 
       
                   
       
                   
                   
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