Collection Techniques

  1. Ask the member to stand before a chapter meeting and explain why he has not paid.

  2. Require the member to appear before the MQB or Board of Advisors to explain his delinquency.

  3. Suspend some or all of his privileges as a member of TKE.

  4. Request that he sign a promissory note.

  5. Begin trial proceedings as outlined in the Black Book to remove his membership in the Fraternity.

Here are some ideas which represent a composite of many collection procedures used by other TKE chapters.

Outsource Dues Collections
Many chapters are having success using a third party to bill and collect dues from their members. The vendor usually collects directly from a checking account or credit card, and then makes the funds available to the Crysophylos over the internet. Shop TKE for a list of licensed vendors.

Regular Monthly Billings
This method sounds so obvious that many chapters overlook it completely. By sending every member a written statement of his bill each month, payment is more likely. A regular billing procedure is just as good a business practice. If you haven’t tried it, take time to do it. Establish a series of friendly collection letters to follow-up delinquent accounts. In each case, leave the door open for explanations of any misunderstandings and set a definite date for action.

Discounts
Grant a discount to men who pay in advance. You might budget for a 10% discount to any Frater who pays his entire dues early. This will also permit adequate cash at the onset of a semester when it may be needed most. When budgeting, the Crysophylos will have to consider the number of members who will take advantage of this feature because it will mean a reduction in income for the chapter.

Fines or Penalties
Probably one of the most widely used methods of aiding in dues collecting is the penalty or fine. Very simply stated, if you don’t pay your dues, a fine or penalty is added to what you owe. Since this system adds an additional burden to those who are already not able to pay, the Crysophylos should discuss the indebtedness with each man involved so that a schedule of payments may be set up.

Board of Advisors
According to The Black Book, a member in arrears financially may be brought before the Board of Advisors to explain his problem and present a plan of payment. While this may seem like a trivial matter for a chapter’s Board of Advisors to work on, it is an important responsibility of the Board. The Crysophylos should turn to this approach if he is unable to work out a plan of payment with the Frater on his own.

Letters to Parents
Another effective method may be a letter to the parents. This method should be used only after you have tried to collect from the Frater and have not been successful. It is also advisable to tell a man that you will have to write his parents. Some chapters invoice the parents instead of the member.

Notes
Once an obligation has been established, and especially if the Frater is leaving the chapter, have him sign a note. This promise to pay must have a date, location, amount, reason for the indebtedness, and be signed. An account is much more collectible in the form of a note rather than an open account because the member has acknowledged the debt. In most states, a note for room and board is collectible even if a member is not of legal age because they are necessities.

College or University Assistance
Check with your college or university to see if they will hold diplomas, transcripts or grades until all obligations are paid. If they will, don’t be embarrassed to give them your delinquent accounts and ask for help. If your college or university will not aid in this way, possibly your IFC could undertake this as a project.

Pro-Rating
Pro-rating is a technique which is designed to aid a Crysophylos because it puts additional pressure on the debtor. At the end of a collection period, the amount owed is divided up among all the Fraters who have paid their bills. They must pay this additional assessment, but will receive credit for their share when all of the delinquent Fraters pay. The bookkeeping involved in this system is quite complex. The principle, however, is to have all members put pressure on the few who fail to pay past due accounts.

Reporting
This is another obvious technique that is often overlooked. A Crysophylos report to the chapter each month should contain the names of the delinquent members along with the amount they owe.