Membership Processing SOP - Approved July 25, 2013

MEMBERSHIP APPLICATION PROCESSING PROCEDURES

KWWOA receives membership applications/payments through the mail as well as via the KWWOA website.  Applications filed online may be paid for through PayPal or submitted via check.  Outlined below are the steps for processing each form of application/payment. NOTE:  This SOP is to capture the steps for processing applications and is not meant to convey all of the data entry on the website.  For that information, review the Website Handbook.

Hard Copy Membership Applications

  1. Membership Application is received in KWWOA Central Office and date stamped.
    • The check number and amount are documented on the application form.
    • The check is stamped on the back with the “For Deposit Only” stamp that includes the KWWOA Bank Account Number.
    • The check is noted on the “Transmittal Form” containing Expenses/Income for the period (see attached example).  Notation is made of the Payee, amount of the check, check number, what the payment is for, the first initial and last name of the individuals for whom the payment is for and the Chapter.  If the check includes payment for KLA dues this would also be noted in the “Reason” column as well.
    • All checks are placed in an envelope and forwarded  to the State Board Treasurer no less than twice a month.
  2. Central Office checks the application to note if it is a renewal or a new membership application.
    • Check the application for an AI number.  If not noted, look it up on a recent Certified Operator list from the Division of Compliance Assistance and note it on the application.  Enter the application (reference the Website Handbook for the specifics on completing this process) on the KWWOA website (www.kwwoa.org).  By entering the operator’s AI number, it will bring up the information currently entered in the operator’s account, so that the accuracy of the information may be checked.  If multiple operators are covered by the check, then all the operators should be entered on a “Bulk Membership” application.  If you enter an AI number and the fields do not populate, the full information from the application must be entered to create an account on the website.
    • Once all the operators are entered, then the order should be moved to the cart.  When the payment screen comes up, note that a “check” will be submitted and finish out the order.  Once the order is complete, an order number will be assigned and should be written on every application to which it applies.
    • Once the order is complete, go to the “Store Administration”, “Customer Orders” tabs in the “Editor” mode, find the order number referenced, click on the order and enter the type payment (check), amount paid, and in the “Comment Section” the check number, payee and if the payment is a part of a larger amount (i.e. $30 of $300) and then click the “Enter” button. Make a notation on the application that the check has been entered.  If you fail to enter the check the operator(s) will not appear on the membership list, as they have not “paid”.
    • Place the application in the “Pending” file.  Once you have at least 10 applications (number of membership cards on a page), then you may print a group.  This is accomplished by creating an Excel spreadsheet of the “10” operators in question from the “Member List” on the website, with their name and mailing address.  You may also utilize this list to create mailing labels and the membership cards.
    • Once the card is printed, note on the application that the card has been issued and file the application alphabetically in the Membership File.  Bulk applications with multiple operators, are filed under the utility name.
    • Mail the card along with a renewal letter.  If the operator already had an account on the site, then you assume that they know their log in email and password as it was provided with the first renewal on the new system.  If not, you must provide the login information as noted below.
    • For individual applications, begin by creating an “account” for the individual operator.  If the operator does not have an email address, a bogus one must be created.  Utilize the following naming convention for consistency:
      • John Doe – Email would be “jdoe@kwwoa”.
      • For similar names, you may have to use “johndoe@kwwoa”.  The system will tell you if there is a duplicate email already in the system.
      • If the email appears to be a “common” email utilized by the entire plant, then use the operator’s personal email or create a bogus one.
    • Check the application for an AI number.  If not noted, look it up on a recent Certified Operator list from the Division of Compliance Assistance and note it on the application.
    • Enter the application on the website (reference the Website Handbook for the specifics on completing this process).  By entering the operator’s AI number, it will bring up the information entered when you created the operator’s account.  If multiple operators are covered by the check, then utilize the “Bulk Membership” application. 
    • Once the operator(s) are entered, then the order should be moved to the cart.  When the payment screen comes up, note that a “check” will be submitted and finish out the order.  Once the order is complete, an order number will be assigned and should be written on every application to which it applies.
    • Once the order is complete, go to the “Store Administration”, “Customer Orders” tabs, find the order number referenced, click on the order and enter the type payment (check), amount paid, and in the “Comment Section” the check number, payee and if the payment is a part of a larger amount (i.e. $30 of $300) and then click the “Enter” button. Make a notation on the application that the check has been entered.  If you fail to enter the check the operator(s) will not appear on the membership list as they have not “paid”.  NOTE:  If you are entering multiple applications, wait till the orders are all created before completing this step, as it saves time.
    • Place the application(s) in the “Pending” file.  Once you have at least 10 applications (number of membership cards on a page), then you may print a group.   This is accomplished by creating an Excel spreadsheet of the “10” operators in question from the “Member List” on the website, with their name and mailing address.  You may also utilize this list to create mailing labels and membership cards.
    • Once the card is printed, note on the application that the card has been issued and file the application alphabetically in the Membership File.
    • Mail the card along with a renewal letter.  Since the operator is a new member for whom you had to create an account, then you will send a membership letter noting the email you entered and the password for the account.  When entering applications via the Bulk Membership Application, a password of “kwwoa_password” is automatically assigned.  As a result, all accounts you create should also use this password.

Online Membership Applications:

  1. KWWOA Central Office receives notification of online membership application via emails to kwwoa@fewpb.net.  The order is printed and the PayPal Transaction number written on the order.
  2. The hard copy is then placed in the Pending Membership file.  Once you have at least 10 applications (number of membership cards on a page), then you may print a group.  This is accomplished by creating an Excel spreadsheet of the “10” operators in question from the “User List” on the website, with their name and mailing address. You may also utilize this list to create mailing labels and the membership cards.
  3. Once the card is printed, note on the application that the card has been issued and file the application alphabetically in the Membership File.
  4. Mail the card along with a renewal letter.  If the operator already had an account on the site, then you assume that they know their log in email and password as it was provided with the first renewal on the new system.
  5. On a monthly basis, or as requested by the Treasurer, prepare a “PayPal Transaction” report, capturing the following information:
  • First and Last Name
  • Order Number
  • Payment Method (PayPal orders only)
  • Extra Payment Information (PayPal Transaction Number)
  • Date of Transaction
  • KLA (Yes or No)
  • Total
  • Type of Order (while this SOP is for memberships, you will capture all order types on a PayPal Transaction report).  See attached example.
  • Chapter
  • Action – Note here if a refund has previously been forwarded to the State Treasurer for a particular transaction.

For all Applications:

The State Treasurer will utilize the information on the Transmittal and PayPal Transaction Reports to calculate each Chapter’s portion of the membership fee.  On a monthly basis, a check will be written for the appropriate amount and mailed to the Chapter Secretary/Treasurer.

Central Office will forward via email, as needed, a copy of the Chapter membership list to the Chapter President and Secretary/Treasurer.

If a membership application is received by the local chapter, the chapter officer responsible should write the date received, check number and check amount on the application form and forward the application and payment to the Central Office no later than a week after receipt.

Approved:  July 25, 2013

 

Publish to Procedures: 
Yes
Publish to BM:
No