Post-Renewal Delinquency Process #
30 Days Past Due #
During the bi-weekly meetings, MS alerts the renewal group of delinquent accounts status:
- The member has not responded to email regarding renewal status, or,
- The member has confirmed renewal but payment has not been received.
MS reaches out to PR again and contacts other billing contacts on file.
If there is a strong existing relationship with the member, TC/OP reaches out to TC Chairs or the PR directly.
MS and TC/OP notify the member that the invoice is past due and that continued participation is at risk, and ask whether they intend to renew.
Extended Outreach #
TC/OP may contact other participants to notify them that membership may be disrupted if no response is received.
Action #
If the Member has not responded to the request to confirm their renewal, the team discusses the next steps: additional outreach, or start the offboarding process (see Gate 3).
Template Development #
MS and TC/OP utilize a general template with customization options to present unified and personalized messaging.
60 Days Past Due #
Joint Decision #
At 60 days, except as indicated below, a Member with an invoice more than 60 days past due from the effective invoice date is subject to termination.
Discretion Applied #
When a member has not paid within the standard timeline, the CFO, MS, and TC/OP jointly decide whether to grant additional time (typically 30 days) to, for example, TC Chairs, Project chairs, or others.
The decision shall be based on account value, relationship history, and likelihood of resolution. This decision considers factors such as the member’s history (e.g., longstanding members with known communication patterns who may need individual outreach via Slack or other channels) and the organization’s role or influence within the project (e.g., whether retaining the member has a reasonable impact on project success or failure).
This is not automatic. All three roles must weigh in before the decision is made. If the decision is not to grant additional time, then proceed with termination.
90 Days Past Due #
Final Action #
Off-boarding workflow started by MS (see Gate 3: offboarding steps).
Exception #
If an OASIS staff person has had direct communications with a responsible person at the Member company and the staff person has presented the CFO with confirmation by the Member for how those funds are to be paid in a timely manner.