How to use Group Billing Codes

 

Introduction
  1. How Group Billing codes work
  2. Frequently asked Questions

 

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Introduction

‘Group Billing Codes’ (GBCs) were introduced in September 2017 as part of the transition to the online youth registration plan.

The purpose of the code is to enable online registrations to accommodate the exceptional circumstances where:

  • The parent can only pay in cash
  • The parent can only pay in an instalment plan
  • The parent is receiving a full or partial Group subsidy
  • The parent is receiving a third party subsidy

 

 How Group Billing Codes work

 

A parent will receive a Group Billing Code (GBC) from their Scout Group and enter the code at the end of the online registration process. By using the code the parent will be able to register their child online without payment.


Based on a prior agreement between the parent and the Scout Group, the parent will remit all or part of the registration fee (Group fee and Scouts Canada fee) to the Group.

Regardless of the terms of the agreement between the parent and the Scout Group, the Scouts Canada fee will be remitted by the Group to their local Service Centre within 30 days of the registration.

  • If the parent pays the total registration fee to the Group in cash then this process can be used for cash payments by the parent.
  • If the parent pays a partial or no payment to the Group then this process will accommodate
    partial of full Group subsidies
  • If the parent has made an agreement with the Group to pay in installments then the GBC can be used to enable instalment plans.
  • If the parent is receiving a third party then they can register their child without payment and then remit the funds at a later date when the subsidy has been received.


Group Billing Codes can be obtained by contacting your local Scouts Canada Service Centre or Membership Services Administrator (Council Registrar). A group must be in good financial standing with Scouts Canada to receive a Group Billing Code and the decision to grant or deny the request for a code is at the discretion of the Service Centre.

 

A code can be used for more than one registration and will have a start date and an expiry date.

These can be set by your Membership Services Administrator when a code is created in myscouts.

Codes can be viewed in MyScouts in a ‘GBC’ tab on the Group profile and codes used to complete a registration will appear in the myscouts registration and batch reports.  

 

 

Frequently asked Questions

 

Can Scout Groups register youth using the Group Billing Code?
No. The Group Billing Code will enable parents to register their children online without payment at the time of registration. After September 1st 2017 registrations can only be done online by parents.


What happens to the registration fee if the parent does not pay during the online process?
The group will be responsible for collecting all or part of the registration fee and for remitting the full Scouts Canada fee to the Council Service Centre or Membership Services Administrator.


How can my Group get a Group Billing code?
To apply for a Group Billing code contact your Council Service Centre or Membership Services Administrator.


How can I see which children have been registered using the code?
If a GBC has been approved and assigned to your Group then it will be displayed in the ‘GBC’ tab of the Group profile in MyScouts. Codes used by parents will appear in the GBC tab, in the MyScouts registration and batch reports.


Can one code be used for more than one registration and by more than one parent?
Yes and yes.


If a parent registers a child in another Group are we responsible for remitting the registration fee to the Service Centre?
Your Group’s code will only work if a parent registers in your Group. If the parent registers their child in another Group then they will be asked for payment.


Can we get more than one code for our Group?
Yes. You can also increase the number of registrations for which a code can be used by contacting your Membership Services Administrator. Codes can be changed or cancelled at any time by the Membership Services Administrator.


Can one GBC be used to register for more than one scouting year?
No. When a code is created by your Membership Services Administrator a specific Scouting Year is assigned to the code.


Can these codes be used for all third party subsidies?
It should be possible however the terms and conditions for these subsidies is varied it may not be possible to use the code for all instances. 

 

 

Help Centre

Still need help? Please feel free to contact the Scouts Canada Help Centre:

 

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