To access and set up Volunteer Opt Out Fees, from the navigation select Settings > Participant Reg > scroll down to Volunteer Opt-Out Fees to set up or manage any existing fees.
When setting up or editing a volunteer opt-out fee, there are several important options to consider:
If you wish to charge the opt-out fee or (work bond fee) up front, regardless of whether or not there is a volunteer record, check off the initial checkbox. Organizations typically use this if they want to collect the fees for all households/members up front and then refund or credit the fees once they have volunteered.
Next, choose the frequency that pertains to how often you collect fees:
Once per Household per season: The opt-out fee that is applied to the season will be charged EVERY season, but only ONE TIME for all registrations within the same Household.
Once per Household for ALL seasons using this fee: Similar to the option above, EXCEPT you can apply the SAME opt-out fee across multiple seasons to ensure households are charged only ONCE across multiple seasons. For example, if your organization prefers to charge the opt-out fee once per YEAR (i.e., one time for both Fall and Spring), choose this option and then apply the SAME opt-out fee to BOTH seasons under each season's volunteer settings. IMPORTANT NOTE: If you CLONE a season and you wish to RESET the opt-out fee charge, be sure to UPDATE the opt-out fee to a NEW one to ensure the fee is applied appropriately.
Once per Participant per season: The opt-out fee that is applied to the season will be charged EVERY season for EVERY participant - even if they are in the SAME household.
Once per Participant for ALL seasons using this fee: Similar to the option above, EXCEPT you can apply the SAME opt-out fee across multiple seasons to ensure participants are charged only ONCE across multiple seasons. For example, if your organization prefers to charge the opt-out fee once per YEAR (i.e., one time for both Fall and Spring), choose this option and then apply the SAME opt-out fee to BOTH seasons under each season's volunteer settings. IMPORTANT NOTE: If you CLONE a season and you wish to RESET the opt-out fee charge, be sure to UPDATE the opt-out fee to a NEW one to ensure the fee is applied appropriately.
Accounting code: Option to select an existing accounting code, which will allow administrators to track revenue generated by the accounting code for reporting purposes.
Reminder: When cloning a season, you may not want to clone the volunteer fee if you wish to start overcharging the volunteer fee to all members again. For example, when moving from Spring to Fall, you may WANT to clone the volunteer fee so as not to charge twice, but when moving from Fall to Spring - the next seasonal year - you may NOT want to clone the fee and create a new one instead. Creating the new fee will allow the opt-out fee to be charged again for the new seasonal year.