[VAcourier] 2008-2009 Billing Process Explanation

[Virginia Division SCV Communication List]

An extensive amount of work by both Division Adjutant Mike Rose and
Division Treasurer Joe Wright has gone into correcting the Division camp
rosters. After repeated appeals for delinquent members to pay their
Division dues, those members who have refused to do so have been
transferred to the National HQ Camp #584 and will no longer be carried
on their camp's division rosters nor will they be receiving a dues
renewal notice in August.

Updated Division rosters will be mailed out to the camp adjutants (or
commanders in the absence of a camp adjutant in good standing) in the
very near future. With the new system, it will be up to the camp
adjutants to collect the dues and contact any members in a timely
fashion to ensure that they do not incur a late fee for any payments
that are received by the Division Treasurer after October 31, 2008.

Listed below is an explanation of the billing process and two samples
of how the invoices should look when filled out will be posted on the
Virginia Division Web site under the announcement column due to their
rather large size.

Brigade Commanders should forward this information on to the camps
within their brigades ensuring that all camps are aware that we collect
Virginia Division dues each year with the exception of Division Life 
Members.

I will forward this information on to the camp adjutants within the 6th
Brigade in the absence of a duly elected brigade commander.


John Sawyer, Commander
Virginia Division SCV

____________________________________________________


*Virginia Division SCV Billing Process for the Per Capita Tax Year of
August 1, 2008 to July 31, 2009*

Again this year the Virginia Division will be mailing, to all members in 
good
standing, their 2008 per capita tax bill. This should take place the 
first week of
August.

Please review your contact information on the bill. If any of this 
information
is incorrect, please indicate the changes in the locations provided so 
that the
Camp and Division can update their files.

Several changes have been made in response to comments from
members, Camps, and the Division Executive Council.

There is now a "subtotal / minimum amount to be paid" line to pay
Camp/Division/General Headquarters per capita taxes that will assist 
members in
their calculations.

This amount plus any donation amounts need to be added together and
written in the "TOTAL ENCLOSED" space above the "FOLD HERE" line and a
check for this total will need to be written by the member to his camp. 
The "top"
portion of the bill will be retained by the member for his records.

After cutting the "Retain top portion for your records", the lower portion
needs to be folded where indicated and inserted in the provided envelope 
with
the payment check, assuring that the Camp Adjutant's name and address appear
in the window of the provided envelope.

Upon receipt by the Camp Adjutant, he will review the bill and verify the
correct totals and contact information. After accumulating a number of 
member's
bills, he will send these bills to the Division Treasurer who will 
validate the forms
and amounts and send them to the Division Adjutant to update the Division
rosters. The Division Adjutant will then forward the per capita tax to GHQ.

The Camp Adjutant needs to send payment and forms to the Division
Treasurer at the address shown at the top left hand side of the bill -- 
P.O. Box
114, Beaverdam, VA 23015-0114.

This update process should occur at least every two weeks so your Camp
Adjutant will be able to have access to an updated roster frequently.

*NOTE: THE PAYMENT MUST BE RECEIVED PRIOR TO OCTOBER 31, 2008 BY THE
DIVISION TREASURER TO ALLOW FOR PROCESSING.*

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